Logistics Officer job at OXFAM | Apply Now

Coordinate fully compliant procurement systems and operating procedures. Assess effectiveness and efficiency and recommend improvements. Contribute to ensuring compliance with Oxfam procurement principles, standards, and policies, donor regulations, and local statutory requirements.

Coordinate with various departments to develop and maintain an up-to-date procurement plan with all quantities, quality and delivery requirements for goods and services. Provide pricing information to assist budget holders with budget preparation.

Coordinate the sourcing process and perform various activities to assist with ensuring the best value for money: market research, cost estimates, solicitation documents, bidding process facilitation, supplier identification and research, quality and availability of goods assessment, negotiation, contract/purchase order and other documents preparation.

Communicate with other procurement staff and various program and operations units to coordinate and track goods/services delivery and receipt and keep everyone informed of the status. Coordinate with the administration department to confirm that goods/services delivered are what have been ordered in the correct quantities and quality, they arrive on schedule and at the right cost.

Maintain correspondence and constant contact with suppliers to follow up on the execution of contractual terms and conditions, and handle issues if needed. Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications.

Accountable for transparency within the procurement department through ensuring a complete, accurate and up-to-date document trail of all procurement processes, vendor files, procurement, and inventory database to assist with control and accountability. Prepare reports and facilitate document retrieval. Help ensure administrative systems, processes, and policies are in line with agency standards and donor and local law regulations.

Engage with relevant external stakeholders (government officials, landlords, service providers, etc.) on assigned administrative matters and help ensure required authorizations and documents are up to date

Coordinate the efficient use of CP assets and rented facilities. Help ensure fully compliant procurement of office materials and asset management systems and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions. Manage all apartment related bureaucracy including the payment of rents, common bills and utilities.

Coordinate the provision of travel and logistics support and services to staff and visitors. Coordinate event planning activities, including delegation visits, trainings and workshops and help identify safety issues and ensuring a safe and sound work environment.

Support the implementation of delivery operations from arrival of goods in Arua and Kyaka (or local purchase point) to the warehouses/storage and on to the final distribution centers in accordance with Oxfam and donor regulations and international and local supply chain standards and requirements

Coordinate activities to ensure warehousing/storage facilities and all necessary equipment and supplies are secured and maintained in excellent physical condition and quantities for proper storage and safeguarding of goods. Conduct routine daily inspections and take immediate action to eliminate damage and deficiencies.

Coordinate receipt (offloading, checking and verifying quantities/weight and quality), transportation, distribution and dispatch (packing, labelling, loading); and ensure verification, preparation, and maintenance of accurate, complete, and up-to-date documentation on all goods received and shipped.

Oversee and assist storage and inspection of goods to ensure they are in excellent condition. Provide support in damage and/or loss handling and replenishment of goods to ensure adequate stock levels are maintained in accordance with program needs and maintenance of an up-to-date stock ledger.

Maintain updated files with all required logistics documents and ensure all logistics management activities and movements are fully and accurately documented. Prepare and/or review all reports prior to submission per distribution requirements.

Maintain a list of the Oxfam vendor database at the office and ensures all documentations regarding said vendors are on file. S/he takes leadership in on-boarding new vendors.

Undertake contract management, maintain proper contract documentation and filing system for all official correspondences.

Ensure Insight purchase orders are well supported with complete electronic supporting documents before approval for purchase requisitions handled at the field office

Conduct market and due diligence surveys for service providers to be added to the system.

Organizing all Drivers and vehicles to provide efficient transport for all project teams.

Ensure all Drivers of organizational vehicles in Arua and Kyaka are oriented on the Vehicle Usage Procedures and organizational Code of Conduct. In upholding this policy, provide safety checks on vehicles.

Review all vehicle logbooks to be correctly filled in for all journeys and checked against the Fuel Log on a monthly basis.

Ensure all work on Arua and Kyaka vehicles is checked on completion, all parts are replaced, and vehicles condition has improved where appropriate.

Manage vehicle usage ensuring all employees and drivers comply with the organization Vehicle Usage guide, any accidents or damages are fully reported to senior management.

Ensure all vehicles are roadworthy and have valid insurance stickers.

Conduct bi-annual physical assets verification in Arua and Kyaka field offices and update the asset and inventory registers.

Ensure proper tagging of assets in Arua and Kyaka and notify the logistics coordinator where tags are not visible and/or not on the assets and inventory.