Administrative & Logistics Officer (m/f)

Description

• Internal Job Grade: D2
• Reporting to: Logistic Coordinator
• Matrix relationship with: Project staff, Lead
• Staff reporting to this post: None
• Locations: Maputo City (DIMSUR and Oxfam offices)
• Duration of Contract: 10 month with possibility to renew
• The Supply and Logistics Officer provides advice to senior management and technical support in procurement, fleet management, warehousing and property management to the DIMSUR (60%) and Oxfam in Mozambique (40%) country office and sub offices. The Officer will be exemplary in commitment to Oxfam Novib core values, upholding principles and policies

Duties

Administrative Support - 30%

• Prepares, in the framework of the project cycle of Oxfam or requirements of the back donor, documentation and correspondence (such as approvals, contracts, letters of transfer, reminders and [standard] letters of rejection)
• Arranges and monitor the (administrative) processes of the programmes and externally funded projects, in line with Oxfam procedures and back donor requirements, to signal deviations within the different processes and remind the relevant staff members of this
• Manages and coordinate program/project visitors schedules, coordinating with the reception and relevant program staff
• Take minutes or actions of program/team meetings, circulates them on a timely manner
• Arranges meetings/workshops/events as required and prepare suitable documentation and material
• Liaises with the Office Manager for the acquisition and management of office consumables of the program/teams
• Provides administrative support during recruitment process. This includes such tasks as planning of interviews with selected candidates, following up confirmation of attendance with candidates, preparing interview venues, administering forms, booking medical examinations for staff, etc.

Office Management - 10%

• Ensure the office is well stocked with necessary supplies stationaries and other consumables
• Ensure that office equipment (especially printer, scanners and copiers) is in good order and any breakdowns are responded to immediately
• Ensures that there are adequate stocks, arrange replenishment on a timely manner and produce a monthly stock report for review by Head of Finance & Support
• Delivers cheques to suppliers and staff, ensuring that receipts are provided in return and passed on to the finance department
• Manages the general maintenance of the office by identifying repairs needs and arrange budget approval for repairs from head of finance & support
• Guarantee payment of fixed set of running office costs
• Ensures that office equipment (especially printer, scanners and copiers) is in good order and any breakdowns are responded to immediately
• Monitor office maintenance

Procurement and Purchasing - 60%

• Ensures that logistics activity in DIMSUR and Oxfam is carried out in accordance with the Oxfam Supply and Logistics manual, and in accordance with local laws and donor requirements
• Supports the overall team in achieving an on time and within budget delivery of requests without compromising quality and policy objectives
• Supports identification, evaluation and development of project supply plans and creates annual procurement plans
• Procures and ensure the continuous availability of needs for the smooth running of the Main office, project and field offices
• Sources or support in sourcing of goods and services, focusing on optimizing cost, quality and service delivery via efficient procurement planning and scheduling, inventory minimization and customer order fulfilment requirements
• Supports vendor selection processes and select top quality 3rd parties and partners based on predetermined criteria and set Oxfam standards
• Ensures that there is an approved requisition for all purchases with valid project/fund numbers dully filled out before any purchase is made; ensures assignment of unique Requisition number to each requisition and ensures proper registration into requisition tracking sheet
• Studies approved requisitions and raises any unclear issues with regards to specifications, delivery times with the respective requesting officers & partners
• Solicits for enough quotations according to Oxfam policies from reputable vendors using acceptable competitive bidding procedures, ensuring that all requests for bids are in writing and documented on file;
• Prepares Purchase Orders (PO) for the successful bidder following approval of the bid analysis and makes sure that contracts, when needed, are properly signed and filed
• Ensures that PO’s and contracts are secured before purchases are actually made. Maintains close communication with the vendor/supplier to ensure prompt delivery and keep requesting officer informed on progress of procurement
• Ensures complete procurement documentations following receipt of goods and receipt of invoice;
• Implement and document Oxfam Novib standard procedures and practices of purchasing, and promote accountability of resources
• Develops and maintains a supplier list for reference prices update periodically according to Oxfam policy and procedures
• Establishes and participates in procurement committees, ensuring that the process are smooth, timely and meet both internal and donor guidelines, giving advice and appropriate support
• Maintains a contract database, and ensures that blacklisted suppliers are not used by Oxfam
• Develops and maintains effective working relationship with suppliers
• Collects feedback from clients for improvements in Procurement operations
• Provides regular complete and accurate status reports on requests
• Works effectively with the agents involved in import and export to ensure compliance and speed on delivery, and stays abreast of changes in Import & Export procedures

Asset and Property Management

• Prepares and register all fixed and non-fixed assets and equipment in the registers according to Oxfam procedures
• Conducts periodical and annual inventory counting and reports to the line manager according to Oxfam Novib procedures
• Keeps track of all asset and equipment movements and updates assets and equipment registers
• Prepares schedules to track lease expiry dates and rent payments and submit them from approval on agreed periodic basis

Stock Management

• Ensure that all goods are packed safely and segregated according to their nature based on Oxfam standards
• Ensures receipt of goods is in good order as described on the purchase order and requisition ensuring relevant technical advice for receiving goods of specific technical nature
• Organizes the loading/unloading of store goods when dispatching
• Carried out Year End Inventory Verification and takes appropriate action for discrepancies

Transport and Fleet Management

• Supervises drivers maintaining the vehicle fleet and coordinating vehicle allocation for staffs, partners and visitors
• Supervise the work of the drivers to ensure proper vehicle allocations, tracking of vehicle related costs inclusive of monitoring maintenance/repair/service schedules and fuel
• Ensures proper vehicle allocation.
• Maintains accurate and update vehicle files and ensure that mileage log sheets, vehicle repair records, service and related costs documentation are prepared using Terramar networks and used as required
• Ensures monthly fuel usage reports for all vehicles are prepared and maintains proper file records.
• Ensures monthly spares usage and vehicle service reports
• Ensures that vehicles are checked for road worthiness before any assignments
• Ensure that all vehicles insurance is renewed and up to date

Requisites

• First degree or equivalent in Supply Chain, Logistics Management, Business Administration, Accounting,
• Finance or any other relevant discipline of study
• Minimum of 4 years “hands-on” working experience in logistics management with an international NGO including 1 years at supervisory level, desirable to have experience within the Humanitarian context
• Proven experience of establishing and implementing logistics/procurement systems, warehouse and fleet management
• Good understanding of working with donor requirements and prior experience of monitoring/managing budgets
• Excellent organizational, problem-solving and negotiation skills. The ability to remain calm whilst deal with conflicting priorities/work under pressure is essential
• Excellent communication skills (oral and written) and report writing skills in verbal English
• Strong analytical skills and experience using a computerized information management system (Ms. Word,
• Excel, Accounting/Procurement software etc.)
• Critical focus on providing a superior service level to managers and colleagues and delivering agreed results within time and budget constraints and to expected standards
• Ability to represent Oxfam in a professional and competent manner with external individuals and organizations
• Ability to meet deadlines and able to organize work effectively whilst being proactive and showing initiative and tenacity (achieving results)
• Commitment to Oxfam’s overall aims and policies and experience of promoting women’s rights and the interests of marginalized people in all aspects of Oxfam’s work
• Ability to show logic and thinking through options before deciding on a course of action (thinking and understanding)
• Training skills in one to one capacity groups and support role (leading others and working effectively with others)
• Proven experience as a team worker and demonstrably cooperative with members of other teams, responding quickly and accurately to queries and issues
• Ability to travel to the field – could be frequent (self management)
• A high level of self-awareness, personal energy, stamina and flexibility. Ability to work creatively, effectively and under own initiative

Key Behavioural Competencies

• Humility: We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization
• Relationship Building: We understand the importance of building relationship, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organization
• Listening: We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear, and consider different preferences
• Mutual Accountability: We can explain our decisions and how we have taken them based on our organizational values. We are ready to be held to account for what we do and how we behave, as we are also holding others to account in a consistent manner
• Self-Awareness: We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes
• Enabling: We all work to effectively empower and enable others to deliver the organizations goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job. We provide freedom; demonstrate belief and trust provide appropriate support. We give more freedom and demonstrate belief and trust, underpinned with appropriate support
• Influencing: We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organization. We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner
• Agility, Complexity, and Ambiguity: We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of elements interacting in diverse and unpredictable ways
• Systems Thinking: We view problems as parts of an overall system and in their relation to the whole system, rather than reacting to a specific part, outcome or event in isolation. We focus on cyclical rather than linear cause and effect. By consistently practicing systems thinking we are aware of and manage well unintended consequences of organizational decisions and actions
• Listening: We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear, and consider different preferences

Notes

• Only shortlisted applicants will be contacted

How to Apply

1. Documentation

• Cover Letter
• Curriculum Vitae

2. Application

• Send your Documentation to  Vacancies@oxfam.org with the Subject line “Administrative & Logistics Officer”