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

JOB PURPOSE: To provide logistics support for the Oxfam programme in HAITI.

Key Competencies

• Good experience in: purchasing, warehousing, vehicle management, administration.
• Proven experience in humanitarian and development INGO.
• University Degree in business management, finance or related fields. Relevant experience can be a substitute for a Degree but not the other way round.
• Pro-actively adapts and improves standards and working practices.
• Able to advise and train on specialist skills to other departments / teams.
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• Strives to maintain knowledge of current events that may impact on their field of work.
• Continually seeks out most efficient use of resources
• Diplomacy, tact and negotiating skills.
• Team-working skills.
• Flexibility under pressure and in response to changing needs.
• Attention to detail and excellent numeracy.
• Practical experience with Microsoft Word & Excel
• Practical experience in working HF and VHF radios.
• Good written and spoken Creole, French and good working English.
• Ability to keep clear and concise records.
• Valid clean driving licence and sound driving skills.
• Understanding of accountability and transparency in logistics

Dimensions

• Manages people and processes.
• Monitors performance of team and gives advice to managers in logistics area.
• Objectives are set within well-defined limits although some adaptation on day-to-day issues may be required.
• Problems may vary but solutions can be defined from previous experience with judgement being required to choose and apply the most appropriate solution.
• Regular communication is normally with the line manager and with external stakeholders.

Responsibilities

General
• To organise all logistics processes, including procurement, and administrative procedures, for Oxfam operations.
• To and monitor logistics systems, in accordance with Oxfam GB policies and procedures.
• To establish and maintain good contacts with suppliers, government offices, Customs and other NGOs with regards to logistical matters where necessary
• To report monthly on all logistics activities to the Line manager
• To assist the line manager with logistics advice during the drawing up of new project proposals.
• To performance manage all reporting staff.

Procurement:
• To manage procurement of items based on authorised requisitions, in line with Oxfam GB procedures.
• To liaise closely with the finance and admin team, as well as the Programme Managers and Project staff, on local procurement and liaise with the Line manager on administration in relation to international procurement.
• To keep records of and maintain contacts with suppliers and local repair/maintenance shops, and to conduct price comparisons among them, in order to get the best deals.
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• Purchase order tracking, including effective float tracking in line with Oxfam GB procedures

Transport and communication:
• To support the manage in regulating the use of vehicles and communications equipment.
• To compile monthly vehicle and generator running costs.
• To facilitate the installation, programming and maintenance of communications equipment, including telephones, radios and fax.
• Supervising and planning vehicle allocation in order to optimally serve the needs of the programme.
• To facilitate the monitoring of the fuel consumption of Oxfam vehicles and the skills of the drivers.

Administration:
• To ensure that the Oxfam logistics systems, procedures and working practices are adhered to.
• To ensure that all transactions/dealing are conducted in an open, fair and honest way so as not to bring the name of Oxfam into disrepute
• To ensure that the proper administrative procedures and standards for Supply Request monitoring, ordering, stock keeping and dispatch are followed.
• To keep a proper record of expenditures, receipts, requisitions, purchase order forms, waybills, and all other documents.
• To ensure that bidding processes and contracting are carried out transparently and efficiently.
• Facilitate and lead national tender process inline with Oxfam GB procedures
• Effective use of reporting materials, covering all aspects of the tender process to provide statistics and analysis for logistics management.
• To produce narrative reporting in French or English for logistics management.

Curriculum Vitae and Motivation Letter