JOB PURPOSE

To coordinate fleet, travel, facilities and administrative logistics services ensuring safe, efficient and cost-effective operational support to program teams under the supervision of the Head Of Business Operations.

KEY RESPONSIBILITIES:

Procurement Coordination

• Process procurement requests in Helios-all travel and vehicle hires - in line with approved procedures, supporting uninterrupted program activities and ensuring timely and compliant
• Input Comparative Bid Analysis documentation for review and approval, facilitating transparent vendor selection and strengthening value-for-money decisions.

 Vehicle Hire Coordination

• Coordinate vehicle scheduling and movement planning based on approved requests, ensuring timely staff mobility and uninterrupted program implementation.

 Travel Coordination

• Process approved Travel Authorization Forms and coordinate bookings with designated travel agents, ensuring compliant and timely staff movement.
• Record travel expenditures in Helios and maintain accurate travel logs, strengthening transparency and cost control.
• Reconcile taxi service usage records and invoices, ensuring accurate billing and reducing unnecessary expenditure.

 Facilities & Office Support

• Track service contracts and facility-related payments, ensuring timely follow-up and continuity of essential services.
• Monitor facility-related expenditures and share summaries with the Logistics Manager, supporting budget oversight and financial stewardship.

Documentation Completeness Reviews

• Conducts documentation completeness check prior to payment submission Confirms :approved requisition CBA Signed PO, delivery note/GRN Invoice accuracy

Asset Disposal Documentation

• Prepares disposal documentation based on verification report
• Cross-checks asset details against register
• Ensures disposal form completeness

 Administrative Support

• Coordinate logistics for meetings, workshops and trainings, ensuring smooth execution and effective stakeholder engagement.
• Manage office supplies and administrative records, maintaining operational readiness and service continuity
• Support HR and Finance administrative coordination as required, ensuring timely documentation flow and cross-functional efficiency.

 Other:

• Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women's rights
• Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.

TECHNICAL SKILLS, EXPERIENCE & KNOWLEDGE

Skills.

• Degree in Supply Chain Management or Logistics.
• Professional qualification in commercial purchasing–supply standards, CIPS or equivalent.
• CHL/CHSCM certification.
• Membership with KISM.
• Well-developed interpersonal and team skills combined with the ability and desire to further develop local staff members.
• Ability to work well under pressure and in response to changing needs.
• Organized and able to keep clear and concise records.
• Good communication Fluency in English and Kiswahili.
• Proven computer literacy.
• Diplomacy, tact and communication and negotiation skills.
• Analytical skills and financial management ability.
• Regularly reviews own and organizational priorities, setting clear objectives to achieve short and long-term aims.
• Seen as a role model within area/department.
• Commitment to Oxfam’s equal opportunity and gender policies.
• Sympathy with the aims and objectives of Oxfam.
• High level of Integrity.
• To be familiar with and abide by the NGO/Red Cross Code of Conduct, the People in Aid Code, Oxfam International procedures and other regulatory codes.

Knowledge

• Sensitivity to cultural differences, and the ability to work in a wide variety of cultural contexts.
• Inspires/coaches peers and other teams to improve performance.
• Sought out as expert negotiator/adviser in area of expertise.
• Regularly reviews own and organizational priorities, setting clear objectives to achieve short and long-term aims.
• Seen as a role model within area/department.
• Commitment to Oxfam’s equal opportunity and gender policies.
• Sympathy with the aims and objectives of Oxfam.
• High level of Integrity.
• To be familiar with and abide by the NGO/Red Cross Code of Conduct, the People in Aid Code, Oxfam International procedures and other regulatory codes.

Experience

• At least 3 years professional experience in Logistics/Supply Chain Management in a busy
• Minimum of 3 years’ relevant experience in logistics and administrative management and co-ordination function (purchasing and supply, warehousing and transport, custom clearing, office & facilities management, fleet management, ) in an international environment.
• Proven experience in Humanitarian or Development
• Experience with a Supply-chain ERP (Helios desired).

Person Specification

Most importantly, every individual at Oxfam needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here).
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct).
• Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity.
• Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

How to apply:

As part of your online application, please upload your up to date CV and Cover Letter explaining your suitability against the essential criteria in the job profile.  

Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

 All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

About us

Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of international confederation of 21 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. 

A thriving diverse Oxfam: 

It’s people power that brings about change. To play our part as a global organisation working to overcome poverty and inequality, we need equality, diversity and inclusion across our community of staff, partners and volunteers. Together, we’re committed to becoming a more diverse workforce, better able to tackle the global challenges that face our world today.

 To do that:

• We need to dismantle the unequal power structures that exist everywhere, this including Oxfam and the wider development and charity sectors.
• We need an inclusive Oxfam where everyone can bring who they are to our work and feels celebrated for the differences they bring.
• We want and need everyone, and that means we need you.