JOB DETAILS

DIVISION: Operations

TEAM: Logistics and Supply Chain Team

LOCATION:

Ethiopia

Mekelle,

CONTRACT TYPE: Fixed Term

GRADE

C2

National

JOB FAMILY: Property and Logistics

SALARY: As per the Oxfam pay scale

HOURS: 37.5 hours per week

FLEXIBILE WORKING

We believe flexible working is key to building the Oxfam of the future, so were open to talking through the type of flexible arrangements which might work for you. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at the interview stage

TEAM PURPOSE:

The Logistics and Supply Chain Team is accountable for ensuring that all operational procedures of Administration and Logistics are adhered to and implemented in a manner that is compliant with Oxfam policies, systems, standards, and procedures.

In particular, the team provides professional, business-focused service on logistics and supply chain, delivering a proactive and solutions-based approach to resolving issues. The team will also ensure that the operational business requirements are effectively managed to deliver organizational results and support the achievement of programme outcomes.

JOB PURPOSE:

The main purpose of the Logistics and supply Chain Coordinator is to Lead and work as part of the logistics team, managing all responsibilities related to supply/ procurement, supply staff, warehousing, fleet, distribution, administration and support management of all the functional processes and implementation with sourcing strategy as well as reporting on accountability and visibility of the supply chain operations.

This role is responsible for ensuring quality and meeting supply chain standards across the Tigray response programme and is both proactive and reactive. Where appropriate, to support field teams through assessment, coaching, and accompaniment.

POST HOLDER REPORTS TO

The Northern Emergency Response Manager

JOBS REPORTING TO THIS POST

Directly, Snr./ Logistics Officers (supply), Logistics Assistants and matrix managing field- based supply personnel and relevant staff responsible for supply/ procurement management

BUDGET RESPONSIBILITY

TBD

KEY RESPONSIBILITIES

1. Management

• Manage the supply team in the Mekelle response offices, providing strategic direction and support, as well as ensuring compliance to donors as well as internal Oxfam policies and procedures.
• Performance Management: manages supply staff according to Oxfams performance management system, for staff in the line management to set objectives (Lets Talk), develop capacity, and evaluate performance as requested.
• Support field procurement teams in achieving and maintaining minimum standards in procurement work.
• Plan and implement an effective purchase order management and tracking system, organize schedules for Framework Agreements, bulk, and any other economical strategic purchases.

2. Procurement

• Ensure a robust supply and procurement plans are in place for all donor/ grant projects.
• Review all requisitions and feedback to requesters regarding accuracy and processing status.
• Oversee the implementation and monitoring of procurement processes and ensure conformity to Oxfam and Donors procedures and timely delivery of goods and services.
• Follow through purchasing schedules and ensure proper documentation trail is maintained on Box.
• Directly involved in tender or another procurement process where necessary, with prioritization on Pre-qualifications and Framework Agreements with donors/
• Ensure segregation of functions amongst the logistics team and liaising with the Warehouse responsible for the issue of GRNs upon receipt of delivery notes.
• Manage staff under his/her supervision according to performance management principles and in line with Oxfams performance management procedures.

3. Contract and Supplier Management

• Participate in the review of all commonly procured services, goods, and establish Framework agreements to increase operational efficiency.
• Manage all contracts for supplies and services in collaboration with the Addis based Supply & Logistics and Compliance Manager, to ensure continuation in the supply chain.
• Maintain an active contract follow up register in the system (On Box).
• Ensuring open and accountable bid/ tender review process with award and rejection letters sent to all participating vendors.
• Issue pre-qualification documents to evaluate suppliers and register suppliers in a system.
• Participate in Supplier selection and ensure suppliers are selected considering both businesses requirements and Oxfam ethical standards.
• Lead on the evaluation and negotiation of payments and credit terms for all new and existing suppliers.
• Manage supplier relations, reconcile the account, and close outstanding PO in the system.

4. Reporting

• Supply the weekly sitreps with status updates of orders for the whole response (procurement tracking report).
• Prepare and submit monthly procurement expenditure and narrative report.
• Prepare and submit monthly warehouse, assets, and inventory reports.

5. Policies, Systems, and Procedures

• Maintain an overview of Oxfam policy, systems, and procedures relevant to procurement, and ensure that developments are communicated and implemented appropriately through regular reviews.
• Ensure that procurement-related donor conditionality is met across the programme.
• Take responsibility for the achievement of good practice in procurement, ensuring the procurement function is delivering timely, cost-effective, high quality, and appropriate support.
• Train and accompany team members to develop skills necessary to assure effective procurement support to the program. Take ultimate responsibility for the monitoring of the continued training and skills upgrade of all logistics staff in all locations. This will be achieved through mentoring and supervision and through other learning forums and methodologies.