Oxfam is a world confederation of 17 organizations (associates) dedicated to creating a simply world with out poverty. In Nigeria Oxfam works within the areas of Economic Justice/Sustainable Livelihoods, Humanitarian Programming to save lots of lives, Advancing Gender Justice and Good Governance, adopting a proper primarily based strategy.
We are recruiting to fill the place beneath:
Job Title: Supply, Logistics & Admin Officer
Req ID: 5230
Internal Job Grade: D – nationwide
Contract kind: 1 Year Fixed Term
Reporting to: PROACT Project Manager
Staff reporting to this submit: Office Assistant, Office Cleaner, Driver
- To ship Oxfam’s strategic and operational emergency/resilient meals safety and livelihood priorities in Nigeria and guarantee progressive and high quality programme which is shared inside Nigeria, the West Africa Region and past.
- The Supply, Logistics & Admin officer is accountable for managing logistics, automobile fleet, belongings, communications, procurement and properties to make sure efficient, clear and accountable logistic assist to the state primarily based Oxfam employees.
- Liaison with program groups to make sure ample logistical consideration for coordination and planning of program implementation. Provide technical assist and steerage to program groups on logistical components of distribution & procurement planning.
The Kebbi State’s Supply, Logistics & Admin Officer will carry out the next particular duties:
Transport & Fleet Management:
- Managing and monitoring of all automobiles on the fleet, together with motion planning and day-to-day allocation utilizing TarrMar platform software program.
- Manage, preserve and restore automobiles, making certain all automobiles are in protected and environment friendly working order
- Ensure that automobiles are checked on a day by day foundation, and that common service and upkeep is carried out as per agreed schedule
- Responsible for administering litigations and site visitors offenses.
- Supervise the work of the drivers to make sure correct automobile allocations, monitoring of car associated prices inclusive of monitoring upkeep/restore/service schedules and gasoline.
- Maintain correct and up to date automobile information and be sure that mileage log sheets, automobile restore information, service and associated prices documentation are ready utilizing Terramar networks and used as required.
- Ensure month-to-month gasoline utilization reports for all automobiles are ready and maintains correct file information.
- Ensure month-to-month spares utilization and automobile service reports.
- Ensure that automobiles are checked for street worthiness earlier than any task
- Ensure that every one automobiles insurance coverage are renewed and updated
- Provide recommendation and assist on automobile restore and administration
- Establish common service schedule and guarantee correct upkeep is carried out by liaising with automobile storage or upkeep employees.
- Ensure automobiles have present and authorized documentation.
- Manage service agreements associated to automobile upkeep and fuelling. Monitor gasoline consumption and submit month-to-month reports
- Receive journey requests, and preserve journey schedules and Staff Movement Board.
- Liaise with airways for flight journey making certain worth for cash. Coordinate with incoming and outgoing vacationers on decide up and drop off instances making certain drivers are briefed on motion plans
- Ensure lodging is organized for vacationers. Ensure finest worth for cash and that vacationers are clearly knowledgeable nicely upfront
- Supervise drivers sustaining the automobile fleet and coordinating automobile allocation for staffs, companions and guests.
Asset & Facility Management:
- Maintaining up-to-date management of all belongings together with monitoring donor, worth, and site and recording all asset actions and disposals
- Establish and preserve a record of contact particulars for most well-liked service suppliers together with carpenters, electricians, plumbers, generator servicers and builders and make this record obtainable to employees.
- Ensure the phone system is operational and price efficient (CUG). Report any faulty gear or service. Check on working prices with Finance to make sure no misuse happens
- Ensure the information community (web) is operational and price efficient. Report any faulty IT or workplace gear to the Country workplace Log istics Assistant or Logistics Officer.
- Oversee the issuance and return of belongings to/from employees
- Ensure good situation of belongings, and preserve asset situation reports.
- Ensure leased properties are in good liveable circumstances. Overseeing repairs on these homes, liaising with the caretaker and landlord the place obligatory.
Procurement and Supply:
- Oversee procurement necessities of the State Office; implement procurement as per authorised tips, procedures and kinds (Purchase Requests, Purchase Orders, Goods Received Notes, and so forth.)
- Check the provision and costs of requested gadgets within the native market; liaise with capital workplace if procurement have to be carried out there
- Prepare a weekly abstract of all excellent buy requisitions, exhibiting the present standing of the gadgets and the date which they’re anticipated to be equipped to the initiatives
- Prepare month-to-month abstract reports on the procurement and logistics assist features, figuring out issues in operations and options proposed
- Source or assist in sourcing of products and providers, specializing in optimising price, high quality and repair supply through environment friendly procurement planning and scheduling, stock minimisation and buyer order fulfilment necessities.
- Support vendor choice processes and choose fine quality third parties and companions primarily based on predetermined standards and set Oxfam requirements.
- Ensure that there’s an authorised requisition for all purchases with legitimate venture/fund numbers dully crammed out earlier than any buy is made; ensures task of distinctive Requisition quantity to every requisition and ensures correct registration into requisition monitoring sheet.
- Study authorised requisitions and raises any unclear points as regards to specs, supply instances with the respective requesting officers & companions.
- Monitor procurement and logistics assist prices in liaison with the Field Accountant to make sure that expenditures stay inside authorised budgets
- Ensure the workplace is nicely stocked with obligatory provides stationeries and different consumables
- Oversee all preparations for conferences and conferences as required making certain these are delivered to a prime quality and cheaply.
- Follow up on procurements for Kebbi state carried out on the nation workplace.
- Engage suppliers and repair suppliers with Framework agreements for recurrent procurements.
- Support identification, analysis and improvement of venture provide plans and annual procurement plans.
- Procure and make sure the steady availability of wants for the graceful working of the Country workplace, programme and subject places of work; assist the general group in reaching an on time and inside finances supply of requests with out compromising high quality and coverage goals.
- Solicit for sufficient quotations in accordance with Oxfam insurance policies from respected distributors utilizing acceptable aggressive bidding procedures. All requests for bids have to be in writing and documented on file and on mushy copy.
- Compile a detailed Bid Analysis and undergo the Supply & Logistics Manager for overview and approval.
- Prepares Purchase Orders (PO) for the profitable bidder following approval of the bid evaluation and makes certain that contracts, when wanted, are correctly signed and filed.
- Ensure that PO’s and contracts are secured earlier than purchases are literally made. Maintains shut communication with the seller/provider to make sure immediate supply and hold requesting officer knowledgeable on progress of procurement.
- Ensure full procurement documentations following receipt of products and receipt of bill with TIN (Tax Indentification Number) of the provider(s).
- Implement and doc Oxfam Novib customary procedures and practices of buying, and promote accountability of assets.
Warehousing and Stock Management:
- Ensure that every one items are packed safely and segregated in accordance with their nature primarily based on Oxfam requirements
- Manage inventory knowledge and monitoring techniques in accordance with Oxfam Novib customary procedures
- Ensure receipt of products in good order as described on the acquisition order and requisition making certain related technical recommendation for receiving items of particular technical nature
- Produce inventory/warehouse administration reports on a month-to-month foundation or when required
- Update stock database sequentially, variety of models, serial no., description of property, venture no. /voucher no., date acquired, buy price, situation, location, person, anticipated disposal date if relevant.
- Year End Inventory Verification
- Conducts annual bodily depend of property and preserve replace file copy.
- Documents discrepancies from the earlier stock comparable to automobile accident, injury, situation, location switch and so forth.
- Organise the loading /unloading of retailer items when dispatching
- Carry out common inventory reconciliation and report any discrepancies to the road supervisor
- Ensure all well being, security and safety precautions by all people concerned within the retailer
- Ensure the well timed upkeep of the warehouse and all gear associated to protected storekeeping
- Ensure retailer administration insurance policies and procedures are applied in all programme areas together with emergency response places of work arrange briefly; be sure that there is no such thing as a unauthorised entry to retailer and the shop space is smoke free
- Maintain a normal document-filing system in accordance with Oxfam requirements.
- Manage calendars and association of conferences for Senior employees
- Co-ordinate and preserve the Oxfam State Office useful resource centre documentation system: receiving and submitting official paperwork, publications, manuals, textual content and different supplies in an simply retrievable method and making certain the safety of all supplies, textual content and paperwork within the centre.
- Assist within the manufacturing and publications of all EU venture official textual content, reports and different materials in session with the Livelihoods Program Manager.
- Manage day-to-day maintenance of and administrations for agreements, together with searching for decision i.e for points with IT, Internet system and cellphone strains.
- Other – Other duties as requested by Line Manager.e.g
Administration & Reports:
- Maintain all logistic information in an organized, correct and updated method
- Line handle, coordinate, monitor and information the work of the drivers, cleaners and guards and another logistics assist by managing efficiency on an on-going foundation
- Produce weekly procurement tracker and send to packages and Abuja workplace as could also be required
- Produce logistics web site progress reports, automobile and generator price efficiency report.
- Update Asset Register and send to Abuja workplace each month
- Update the automobile price schedule and produce common automobile efficiency and price reports and send to Abuja workplace as soon as per 30 days.
- Comply with all related Oxfam insurance policies and procedures with respect to code of conduct, fraud, well being and security, equal alternatives and different related insurance policies.
- Work in shut collaboration with the finance and administration departments to make sure efficient operations and powerful group spirit
- Carry out another duties required by the road handle
Education & Experience:
- Minimum of a Bachelor’s Degree or its equal
- Five years work expertise with not less than two years spent in a comparable function within the INGO sector
- Experience working in a comparatively insecure state primarily based setting will likely be an added benefit.
Skills & Abilities:
- Excellent communication & interpersonal Skill
- Ability to talk the hausa will likely be an added benefit
- Good IT abilities.
- High degree of accuracy in work, and talent to analyse complicated units of relationships and conditions
- Creative and capable of take initiative
- Good collaboration abilities
- Accountability – Our purpose-driven, results-focused strategy means we take accountability for our actions and maintain ourselves accountable. We consider that others must also be held accountable for their actions.
- Empowerment – Our strategy signifies that everybody concerned with Oxfam, from our employees and supporters to people residing in poverty, ought to really feel they’ll make change occur.
- Inclusiveness – We are open to everybody and embrace range. We consider everybody has a contribution to make, no matter seen and invisible variations.
Key Behavioral Competencies
- Decisiveness: We are comfy to make clear choices and to adapt decision making modes to the context and desires.
- Influencing: We have the flexibility to have interaction with various stakeholders in a manner that results in elevated affect for the group We spot alternatives to affect successfully and the place there are not any alternatives, now we have the flexibility to create them in a respectful and impactful method.
- Systems Thinking: We view issues as elements of an general system and of their relation to the entire system, somewhat than reacting to a particular half, end result or occasion in isolation. We concentrate on cyclical somewhat than linear trigger and impact. By persistently practising techniques considering we’re conscious of and handle nicely unintended penalties of organizational choices and actions.
- Strategic Thinking and Judgment: We use judgment, weighing threat towards the crucial to behave. We make choices per organizational methods and values.
- Vision Setting: We have the flexibility to determine and lead visionary initiatives which can be useful for our group and we set high-level course by way of a visioning course of that engages the group and various exterior stakeholders.
- Self-Awareness: We are capable of develop a excessive degree of self-awareness round our personal strengths and weaknesses and our affect on others. Our self-awareness permits us to reasonable and self-regulate our behaviors to regulate and channel our impulses for good functions.
- Enabling: We all work to successfully empower and allow others to ship the organizations objectives by way of creating circumstances of success. We passionately spend money on others by growing their careers, not solely their abilities for the job. We present freedom; exhibit perception and belief present applicable assist.
- Humility: We put ‘we’ earlier than ‘me’ and place an emphasis on the facility of the collective, nurture the group and play to the strengths of every particular person. We should not involved with hierarchical energy, and we have interaction with, belief and worth the information and experience of others throughout all ranges of the group.
- Relationship Building: We perceive the significance of constructing relationship, inside and outdoors the group. We have the flexibility to have interaction with conventional and non-traditional stakeholders in ways that result in elevated affect for the group.
- Listening: We are good listeners who can see the place deeper ranges of ideas and tacit assumptions differ. Our messages to others are clear and think about completely different preferences.
- Mutual Accountability: We can clarify our choices and the way now we have taken them primarily based on our organizational values. We are able to be held to account for what we do and the way we behave, as we’re additionally holding others to account in a constant method.
- Agility, Complexity, and Ambiguity: We scan the setting, anticipate adjustments, are comfy with lack of readability and take care of a massive variety of components interacting in various and unpredictable ways.
How to Apply
Interested and certified candidates ought to:
Click here to apply
- We are dedicated to making sure range and gender equality inside our group. Therefore, people of all gender identities, sexes, sexual orientations, races, colours, religions, cultures, talents, and so forth. are eligible for this place.
- Oxfam goals to draw nice expertise that not solely matches the job but in addition Oxfam’s excessive customary of values and ideas, who shares and demonstrates Oxfam’s dedication to forestall and eradicate any kind of misconduct together with sexual harassment, exploitation and abuse, another kind of misuse of energy or lack of integrity and monetary misconduct. We are dedicated to selling the welfare of kids, younger people, and adults. We place a excessive precedence on making certain that solely those that share and exhibit our values are recruited to work for us.
- All presents of employment will likely be topic to passable references and could also be topic to applicable screening checks, which may embrace felony information and terrorism finance checks, or integrity screenings/references referring to misconduct and disciplinary actions in prior employment.
- Qualified feminine candidates are strongly inspired to use
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