TEAM PURPOSE: To work with others to find lasting solutions to poverty and suffering

JOB PURPOSE: The purpose of this role is to perform a varied range of tasks to deliver an efficient cost-effective and quality service.

DIMENSIONS

• Manages people, assets, budgets, projects, and operational processes within the logistics function.
• Monitor and manage fleet & generators operations including maintenance, movement, data entry through terramara system and monitor KPI
• Oversee and warehouse: ensure that all the necessary warehouse documents are in place GRN, Stock request, bin cards, waybill and monthly stock report produced timely and quarterly stock counting and reconciliation takes place regularly and constantly.
• Provide monthly logistics reports including fleet and generators, stock report, procurement through Helios asset and equipment and distribution report in necessary
• Ensure that all projects have supply plans and these plans reviewed on quarterly basis, this requires your initiative to lead the program and involve country logistics team
• Work closely with finance to pay suppliers and service providers timely and ensure that all suppliers and service providers are registered and screened.
• Ensure that you initiate weekly supply and logistics updates with country logistics team
• Update program manager daily on supply and logistics activities and raise concerns where is necessary
• Liaise with program manager during budget proposal to address supply and logistics issues
• Monitors the performance of team members and/or external service providers, providing technical advice and guidance to managers in the specialist area of logistics and procurement.
• Works within clearly defined objectives and established policies, with some flexibility required to address day-to-day operational challenges.
• Handles a range of routine and non-routine problems, applying prior experience and sound judgment to determine and implement appropriate solutions.
• Maintains regular communication with the immediate supervisor and engages in broader internal and external communication, including coordination and negotiation with suppliers, service providers, and stakeholders.
• Ensures compliance with Health and Safety procedures and standards at designated operational sites.

KEY RESPONSIBILITIES

1. General

• Responsible for the day-to-day administration of all logistics processes, including procurement, warehousing, asset management, communications, and transport.
• Supervise, support, and performance-manage logistics personnel under his/her responsibility, where applicable.
• Implement and monitor logistics policies and systems in accordance with Oxfam policies, procedures, and donor requirements.
• Address any additional logistics needs arising from programmes supported by the country office, as agreed with the Logistics Coordinator.
• Carry out any other duties as delegated by Area Program manager and the country Logistics Coordinator.

2. Procurement

• Submit bi-monthly reports on logistics activities to the Logistics officer, including running HELIOS reports.
• Organize procurement of all supplies and services in a timely and cost-effective manner, in compliance with Oxfam procurement policies and donor requirements.
• Ensure all procurement documentation and audit trails are properly maintained in both hard and soft copies.
• Verify that all quotations, tenders, bids, and related documentation comply with Oxfam policies and procedures.
• Draft tender advertisements for approval by the Logistics Coordinator, ensure accurate placement, and provide secretarial support to tender committees.
• Develop supply plans in coordination with Programme Managers and support proactive follow-up and implementation.
• Liaise with the Field Logistics officer on all ongoing logistics and procurement matters.
• Implement and maintain effective information and data systems to ensure transparent procurement management.
• Ensure contracts are negotiated in accordance with Oxfam policies and presented in the approved format for authorization.
• Coordinate timely payment of goods and services in collaboration with budget holders and the Finance Department and update the online payment tracking sheet.
• Manage international procurements, including cargo clearance and exemption processes.
• Maintain all contractual and transactional logistics records in line with the Logistics, Purchasing, and Supply Manual retention requirements.
• Keep staff informed of logistics developments related to their programmes, including sharing procurement tracking sheets and requisition trackers bi-monthly.
• Establish internal and external linkages, as delegated by the Logistics Coordinator, to promote cost-effective and efficient logistics support.
• Support capacity building of team members on logistics procedures and guidelines.
• Ensure transparency and value for money in all procurement activities.
• Participate in quarterly and annual warehouse stock reconciliations.

Fleet Management

• Support field offices in the effective management of vehicles and fleet operations.
• Monitor vehicle usage, fuel consumption, and maintenance schedules.
• Ensure vehicle logbooks are properly maintained and reviewed regularly.
• Ensure compliance with fleet management policies and road safety standards.
• Support accident reporting and fleet documentation management.

3. Asset Management

• Ensure proper registration, tagging, and tracking of organizational assets.
• Maintain updated asset registers for field offices.
• Conduct periodic asset verification and physical inventory checks.
• Support asset transfers, disposals, and documentation in accordance with organizational procedures.

Ensure effective fleet management (vehicles and generators) in accordance with Oxfam policies