KEY RESPONSIBILITIES:

1. Procurement and Supplier Management — 30%

Implement compliant, transparent and cost-effective procurement processes in Mozambique, applying regional standards and approved procurement procedures.

· Process procurement requests and obtain quotations, bids and supporting documentation in accordance with applicable thresholds and donor requirements.

· Prepare bid comparison schedules, procurement recommendations, purchase orders and contract documentation for review and approval by authorised personnel.

· Verify that procurement files contain the required approvals, quotations, conflict-of-interest declarations and other supporting records.

· Coordinate with the Logistics Coordinator and regional procurement colleagues on shared purchasing opportunities, supplier frameworks and cross-country sourcing.

· Maintain an up-to-date supplier database and support supplier prequalification, performance reviews and corrective action.

· Monitor supplier delivery schedules, quality, contractual commitments and outstanding orders, escalating delays or disputes promptly.

· Coordinate importation, customs clearance and related documentation in compliance with Mozambican requirements.

· Submit complete supplier payment documentation to Finance within agreed timelines and follow up on outstanding transactions.

· Identify opportunities to improve value for money, reduce avoidable costs and strengthen procurement lead times.

· Report suspected fraud, collusion, conflicts of interest or procurement irregularities through established procedures.

2. Fleet, Asset, Inventory and Logistics Management — 25%

Maintain effective, safe and accountable management of logistics resources in Mozambique, using regional systems and standards.

· Maintain accurate asset registers, inventory records and asset movement documentation using approved organisational systems.

· Conduct scheduled physical verifications and reconcile discrepancies with recorded information.

· Coordinate asset tagging, allocation, transfer, return and disposal in accordance with approved procedures.

· Monitor vehicle servicing, maintenance, insurance, registration, roadworthiness and utilisation.

· Maintain accurate vehicle logbooks, mileage records, fuel consumption records and maintenance histories.

· Monitor driver compliance with vehicle-use procedures, journey management requirements and applicable safety standards.

· Coordinate vehicle inspections and investigate or report accidents, damage, loss and other incidents through established channels.

· Manage the receipt, storage, dispatch and tracking of goods, ensuring appropriate documentation and controls throughout the supply chain.

· Monitor inventory levels and report risks of stock-outs, loss, damage or excess holdings.

· Provide reliable logistics information to support regional asset utilisation, fleet planning and cost optimisation.

3. Facilities, Administration and Travel Support — 15%

Ensure that assigned office facilities and administrative services support efficient programme and organisational operations.

· Coordinate office maintenance, repairs, utilities, cleaning and other facilities services within approved arrangements.

· Monitor lease and service-contract obligations and flag renewals, payment issues and contractual risks in good time.

· Manage office supplies and consumables, applying appropriate stock controls and cost-conscious purchasing practices.

· Coordinate staff and visitor travel arrangements, accommodation, visas and permits where applicable, in collaboration with relevant teams.

· Ensure that travel and field-movement arrangements follow organisational security guidance and established approval processes.

· Support the organisation of meetings, workshops, training sessions and other programme activities.

· Maintain complete and accessible administrative and logistics records, including documents required for audit and compliance purposes.

· Identify opportunities to standardise administrative processes and use shared services efficiently.

4. Compliance, Reporting, Data and Financial Controls — 15%

Ensure that logistics transactions are properly documented, reported and managed in accordance with applicable standards.

· Apply Oxfam procurement and logistics policies, donor requirements, national legislation and delegated approval limits.

· Maintain complete procurement, fleet, asset, inventory, facilities and contract files, with clear audit trails.

· Prepare accurate and timely monthly logistics reports covering procurement activity, supplier performance, assets, fleet, expenditure and outstanding actions.

· Provide inputs to logistics budgets, forecasts, procurement plans and expenditure reviews.

· Monitor assigned expenditure against approved budgets, identify variances and escalate potential overspending or unbudgeted commitments.

· Maintain accurate and up-to-date information in designated logistics and financial systems.

· Support internal and external audits, compliance reviews, stock counts and implementation of agreed corrective actions.

· Identify and escalate risks relating to fraud, conflicts of interest, asset misuse, supplier non-performance and regulatory non-compliance.

· Apply appropriate segregation of duties and ensure that purchasing, receipt, verification and payment processes follow established controls.

· Contribute operational data and analysis to regional logistics reviews and continuous improvement initiatives.

5. Humanitarian Preparedness and Emergency Logistics — 5%

Support Mozambique's contribution to the SAF Cluster's humanitarian readiness and response capability.

· Maintain readiness of assigned vehicles, equipment, logistics arrangements and emergency supplies.

· Support contingency planning, emergency procurement preparations and the identification of potential suppliers and transport options.

· Provide timely logistics support to humanitarian teams during emergency preparedness, response and recovery operations.

· Support the rapid mobilisation and movement of supplies, personnel and equipment in accordance with approved response arrangements.

· Follow emergency procurement procedures and ensure that urgent transactions remain appropriately authorised and documented.

· Escalate logistics constraints, supply disruptions, security concerns and resource requirements to the Logistics Coordinator and relevant response leads.

· Contribute to post-response reviews and implementation of lessons learned.

6. Partner Support and Regional Coordination — 5%

Contribute to the SAF Cluster's partner-led operating model and consistent regional logistics practice.

· Provide practical guidance to partners on procurement documentation, asset management, inventory controls and logistics compliance, within agreed support arrangements.

· Identify partner capacity gaps and refer these to the Logistics Coordinator for prioritisation and technical support.

· Coordinate with logistics colleagues in other SAF countries to share supplier information, operational lessons and relevant market intelligence.

· Implement common regional tools, templates, reporting requirements and procedures.

· Identify opportunities for shared services, harmonised procurement and more efficient logistics arrangements.

· Contribute to regional logistics planning and other assignments agreed with the Logistics Coordinator.

7. Team Coordination, Service Delivery and Continuous Improvement — 5%

Promote effective teamwork, accountability and responsive logistics services.

· Coordinate the day-to-day activities of assigned administrative or logistics support staff, where applicable.

· Support objective setting, performance feedback, coaching and capacity development within the scope of delegated supervisory responsibilities.

· Agree service priorities and delivery timelines with the Logistics Coordinator and relevant programme teams.

· Maintain effective communication with colleagues, suppliers and service providers to resolve operational issues promptly.

· Identify recurring bottlenecks and recommend practical improvements to logistics systems, workflows and customer service.

· Contribute to a collaborative, inclusive and accountable working environment consistent with Oxfam's values and safeguarding standards.