Job details

DIVISION: Operations

TEAM: Logistics Team

LOCATION: Addis Ababa

CONTRACT TYPE: Fixed Term contract for two years with the possibility of extension

GRADE: C1 National                                                       

JOB FAMILY:  Property and Logistics

SALARY: As per the Oxfam benefit Package

HOURS: 37.5 hours per week

FLEXIBLE WORKING

We believe flexible working is key to building the Oxfam of the future, so we’re 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:

Logistics Team will provide a professional, business focussed on logistics, delivering a proactive solution-based approach for resolving issues and ensuring that the operational business requirements are effectively managed to deliver organisational results and support the achievement of programme outcomes.   

 JOB PURPOSE:

Head of Logistics and Supply Chain Management is Oxfam's senior role in Ethiopia and as a member of the senior leadership team, the Head of logistics and supply chain management will provide professional advice in developing strategy and be part of decision making.

The Head of Logistics and Supply Chain management provides overall leadership and management of the Logistics and Supply Chain department across the country (i.e. supply, supply chain and fleet mgmt. software, facilities, warehouse, fleet, asset, and/or budget).  He/ She will ensure gender mainstreaming through programme assessment, planning and implementation.

The purpose of this position is to develop and implement a logistics strategy and manage its delivery, He /She acts as an advisor to senior managers on all logistics and Supply Chain matters (supply, stock/inventory management, fleet, facilities, and assets management).  S/he will provide virtual and in-country support to all field Offices, program and support teams for achieving program delivery across all OXFAM development and humanitarian programs. S/he will support effective communication and information flow among offices; (field, donors, partners, regional and international) to ensure compliance with all OXFAM and donor operational policies and procedures.

POST HOLDER REPORTS TO

Country Director-Ethiopia

JOBS REPORTING TO THIS POST

Logistics Coordinator, Admin Coordinator, Senior Procurement Officer, Logistic Officers and Assistants and matrix responsibilities for logistic staff in the field

BUDGET RESPONSIBILITY

No

KEY RESPONSIBILITIES

1.    Strategic – Leadership

• Assist the OXFAM leadership in reviewing existing procurement and logistics systems and provide assurance that there exist minimum operational procedures and standards.
• Develop solutions to diverse and complex problems within organisational policy and take part in proposal writing and or budgeting.
• Anticipate and resolve challenges within corporate or divisional parameters, with moderate scope; contribute and influence operational planning; influence managers, staff and volunteers in Oxfam and develop effective networks with external bodies.
• Ensure that adequate control mechanisms are in place and procedures are fully compliant and adhered to as per the operational handbook throughout the area of operation.
• Prepare country–level logistics summary and analysis reports.

2.    Logistics Coordination & Planning 

• Develop appropriate sourcing strategy & conduct regular market surveys of goods and services; establish and maintain a well-defined supplier database with the goal of establishing standard framework contracts for suitable strategic items and pre-qualify suppliers for non-strategic items & services.
• Maintain an overview of the logistics needs of the Ethiopia programme and the means by which to meet these needs in a timely and quality manner. 
• Work with programme managers/coordinators to identify logistics needs and develop strategies to meet them in a timely fashion.
• Undertake short periods of research or project work to document the experience and build up institutional learning on logistical aspects of Oxfam's work.
• Make assessments of the logistics issues of new situations e.g. transportation, new base setups etc. with or on behalf of other staff and report with recommendations for Oxfam.
• In close collaboration with the leadership team and Project Managers/Officers, to assess the need for and ensure that appropriate physical means are in place (Facilities, warehouse communications, safe areas, etc.) to ensure the safety of staff in their respective duty stations and also to manage evacuations when necessary.
• Project supply planning & review
• In collaboration with project managers, design an appropriate supply structure, in line with Oxfam standards and procedures:
• Throughout the project cycle, provide information for the (re-)planning of supply activities, including in the early stages of new programmes and donor proposals.
• Work with programme teams to develop supply plans for each donor contract and collaborate with field logisticians on delivering these plans.
• Periodically review the effectiveness and quality of the supply process.

• Maintain a risk register for the supply chain in projects and prepare mitigating actions.
• Use supply chain information systems to analyse and select data to prepare management information.

3.    Logistic System and Procedures Management

• Maintain an overview of Oxfam policy, systems and procedures relevant to Programme logistics in field bases with Programme/Project Managers.
• Ensure that logistics-related donor conditionalities are  met across the Programme
• With the support of the Helios National Focal Point, ensure that Helios is implemented in all Programme field bases locations, and to make sure that all the logistics staff are trained in the usage of the Helios system.
• Ensure that an appropriate stock management system is in place in all field-based locations and foresee that an updated, and accurate monthly stock report is submitted.
• Ensure and monitor appropriate data entry into the Terramara TrackPoint system. Ensure that all data are collected on time and put into the TrackPoint system and the appropriate staff are well trained and are effectively using the system.

• Ensure and monitor appropriate Master asset register and foresee that an updated asset register is included in reporting from all field bases.
• Lead in the development of analysis on transportation requirements in Ethiopia and potential developments. Air, road etc
• Ensure that vehicle fleet management routines are established and maintained, including appropriate management of drivers. Ensure that there is an efficient system in place for the monitoring of fuel purchase and consumption, services and repairs for vehicles and other machines (engines) and that the system is scrupulously applied and reviewed.

4.    Staff Management and Representation

• To input/support the recruitment of logistics staff as well as recruit, instruct and supervise those under direct management.
• To visit the teams and programmes regularly in order to monitor the systems, procedures and assess the performance of logistic personnel (and make recommendations and plan of action with regard to this). 
• Establish and maintain good contacts with suppliers, government offices, UN agencies and other NGOs with regards to logistical matters.
• Participate in the Senior Management Team and act as a positive leadership model to other team members.
• Ensure the implementation of actions in support of Oxfam values and policy, including gender and diversity mainstreaming.

5.    Matrix Management

• Contribute to the monitoring of the capacities of all Programme logistics staff in Ethiopia. This will be achieved through mentoring and supervision and also through other learning forums and methodologies.
• Support Project Managers in Performance management of logistics staff according to Oxfam’s performance management system. Assist in the Matrix management line to set objectives, develop capacity, and evaluate the performance

6.    Partnership

• Lead on the assessment and monitoring of Supply & Logistics capacity in partner organisations.
• Ensure that the design and delivery of supply with implementing partners is collaborative
• Coordinate activities and resources with implementing partners to achieve common objectives.
• Assess and monitor learning and development needs for partner organisations.
• Manage, develop, and implement learning interventions for partners.

8. Others

• Contribute to the One Program Approach that the OCS has identified as one of the critical ways of working
• Perform other related tasks that may from time to time be assigned by the recruiting manager

Person specification

1. Be committed to equal opportunities: demonstrating sensitivity to culture differences and gender equality.

2. Be willing to learn and apply gender mainstreaming, women’s rights, and diversity and inclusion across all aspects of your work.

3. 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.

For this role, we have selected two of the most relevant feminist Leadership practices for this role (which you can read more about here:

1 Self-Awareness

2 Mutual accountability

3 Strategic Thinking and Judgment

He/she will be ultimately responsible for smooth operations of all logistics functions in the country, whether in Addis, field level or satellite offices regardless of whether they are managed by local or international staff.

This person is to have excellent communication skills to enable them to articulate any issues to management as well as other stakeholders. Strong leadership qualities to manage the team, motivate them and influence other colleagues to perform, both within logistics and across other functions.

The Head of logistics and supply chain should have demonstrated problem-solving skills, independent decision-making ability, organizational skills, procedural mindset, ability to prioritize, understanding of quality management principles, attention to detail, ability to analyse data and understand connections. He /She should be an individual with high standards of integrity, excellent negotiating skills and the ability to manage external relationships.

Essential

• Master's /Bachler’s degree in either Logistics and/or supply chain management
• At least 10 years of relevant Logistics and Supply Chain work preferably in an international NGO out of which 5 years should be supervisory/managerial experience.
• Extensive experience in logistics related skills as listed above (managing supplies, assets, team support, vehicle fleet management, security awareness and communications).
• Strong analytical and strategic planning skills.
• A proven record of effective management of people and resources, including planning and organisational skills
• Excellent diplomacy, tact and negotiation skills, and good interpersonal and team skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
• Experience in management/supervisory responsibilities, including support to the development of others (including mentoring/ coaching, and team-building experience).
• Willingness to travel up to 40% to field bases
• Excellent working knowledge of English, good knowledge of local language.
• Experience in insecure environments, and knowledge of the principles of security management.
• Sympathy with the aims and objectives of OXFAM
• Commitment to humanitarian principles and action.
• Commitment to Oxfam’s equal opportunity and gender policies. Demonstrated experience of integrating gender and diversity issues into logistics programmes as an advantage.
• 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.

Desirable

• Certification in Humanitarian Logistics Supply Chain and/or Professional License/Certification in Supply Chain/Logistics would be an advantage.
• Prior INGO experience in Logistics and supply chain management, within a complex/large scale country program.
• A driving license would be an advantageous