Logistics Coordinator
16d ago
source : myJobmag
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  • Oxfam is an international confederation of 17 organizations (affiliates) committed to creating a just world without poverty.

    In Nigeria Oxfam works in the areas of Economic Justice / Sustainable Livelihoods, Humanitarian Programming to save lives, Advancing Gender Justice and Good Governance, adopting a right based approach.

    Req ID : 3541 Location : Maiduguri, Borno

    Job Purpose

    To provide strategic leadership for all aspects of human resources management to ensure that the emergency response program is provided with high quality HR services, can attract and retain talented staff, and operates within a culture that both inspires staff to work to their full potential and is reflective of Oxfam values.

    To enable Oxfam in NE Nigeria to respond in an appropriate, timely fashion to the overall emergency response needs. To increase the impact of Oxfam’s emergency response through effective assessment, monitoring of the situation and providing appropriate response.

    Key Responsibilities

    Strategy and Culture (10%) :

    Provides sound leadership and advice to the senior management on all aspects of HR policy, practice and strategy, including talent management, performance management, recruitment, rewards, workforce planning, health and safety, and workplace relations and cultureSupports and develops an environment amongst SMT members of openness, honesty and respect as a baseline to management of organisational climate Supports a culture of constructive feedback and reception to feedback (mentoring and coaching as a culture)

    Performance Management (20%) :

    Audits the alignment of objectives across all functions in the response programme to ensure that they demonstrate clear links to wider organisational objectives, and that they are relevant for performance management purposesEnsures alignment of staff objectives with those at a more senior level and is responsible for driving the realignment in cases of divergenceDevelops and supports a performance management culture and ensures the compliance of line managers with the Oxfam Performance Management cycle, providing support through the provision of communications, training, materials and reminders, and records performance review results on HRMISAdvises and supports line managers for effective management of underperformance in accordance with Oxfam policies and processes, providing support through any disciplinary process, support in the development of Performance Improvement.

    Plans that are commensurate with the issue and the time required to reasonably expect evidence of improvement, and counsels and mediates in appraisal discussionsProvides detailed advice and problem resolution on complex and sensitive policy interpretation and procedural issues to line managers and staffSupports line managers in the measurement and management of performance during probation to enable timely interventions and is responsible for managing a fair probation extension / termination decision process

    Rewards and Benefits (20%) :

    Manages timely clearance of leavers and ensures end of contract payments are made in a timely mannerEnsures Oxfam salary, benefits and reward administration adheres to country laws and are in line with organisational policy and practice, and that all records are accurately kept on the systemProvides guidance and advice to line managers in relation to pay, benefits and market supplements applicable for new posts / recruits and conducts other pay reviews in accordance with pay policy and level / job family of roleApproves flexible pay within powers devolved to country HR by Reward Shared Services, ensuring a consistency of approach across casesRecords all pay above minimum decisions for audit and annual pay review process purposesEnsures the maintenance of current and accurate staff data in HRMIS and maintains current and accurate hard files for all staffConsults with Reward Shared Services for pay elements, allowances and benefits that are outside the relevant devolved Reward policy limitsManages the administration and payment of benefits policies as specified in staff contracts and in HR policies and procedures (per diem, medical, pension etc.).

    Recruitment and Workplace Relations (25%) :

    Leads in developing a resourcing strategy for the response in line with Oxfam recruitment policy.Proactively guides and supports recruitment managers in designing and developing job profilesEnsures accurate and complete record of recruitment activity and results are kept and available for review.

    Leads recruitment for scale up in the event of a humanitarian response and also leads process to scale down upon transition to development programmingDevelops and maintains a current roster of staff for humanitarian response, collaborating with technical leads as necessaryLeads in managing and investigating staff relations cases : grievances, appeals, discipline, as well as safeguarding issues and cases, seeking legal advice as requiredLeads in ensuring compliance with HR internal policies, procedures, and regulations and that these are applied in a fair and equitable mannerEnsures an effective working relationship with staff representatives and proposes and implements changes in HR policies due to changes in local employment legislation or agreements with the staff association.

    Develops and implements a staff welfare plan and monitors compliance with and actively enforces implementation of health and safety and other legislation.

    Learning and Development (5%) :

    Leads in the design and implementation of a learning and development plan in support of the Oxfam humanitarian programmes, ensuring the adoption of sustainable L&OD frameworks that help to develop the capacity of national staff to perform optimally in their rolesLeads in ensuring that L&D is maximized by measuring impact of training programmes and ensuring that learning is shared across the organizationDevelops and coordinates a comprehensive induction programme for all new staff, and in particular is responsible for delivery of effective HR training for staff in scale up situationsPromotes and co-

    ordinates coaching and mentoring training programmes.

    Administration (20%) :

    Overview management and non-disruptive operations at the field level, specifically in Maiduguri.Contribute to staff appraisals for all staff under matrix management.

    Where relevant, contribute to job descriptions and staff selection in Admin team.Support team members professionally and monitor / support stress management.

    Maintain good inter-team communications and engender positive team dynamicsMonitor staff welfare in the field sites and ensure appropriate steps are taken to improve living and working conditions where necessaryManage, supervise and support the work of the programme teams.

    Ensure all new team members are adequately briefed on arrival in the field, clearance procedures are followed for departing staff members, and that staff members are debriefed at the end of their employment.

    Maintain good inter-team communications and develop and maintain positive team dynamics.Ensure that Oxfam’s national staff policies and procedures are understood and correctly followed.

    Qualifications, Skills and Competencies

    Essential :

    Degree in Human Resources, Business Administration or related fieldMinimum of 5 years’ experience in human resources, with at least 3 years in a management role, preferably within an INGOsDemonstrable experience of operating in an HR advisory capacityA thorough knowledge of the theory and practice of HR Management including : employee relations, change management, staff handbooks, resourcing, rewards, performance management, and learning and developmentDemonstrated experience of strategic leadership and capacity building across HR functionsMature understanding of transformation derived from direct experience in a development and / or humanitarian contextHigh level of influencing skills with proven ability to establish credibility at all levelsDemonstrated track record of improving efficiency and effectiveness in areas of responsibilitySound understanding of and commitment to gender mainstreamingExcellent communication and interpersonal skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.

    Desirable :

    Master's Degree in Human Resources or relevant discipline.

    What We Offer

    Oxfam Novib is committed to providing you with a competitive, fair, and comprehensive pay and benefits package that is justifiable to our donors.

    The salary range for this position is set in Nigerian National Pay Scale.

    Ref No : 3542

    Location : Maiduguri, Borno

    Start date : as soon as possible

    Job Purpose

    To technically lead the Logistics teams in the North East (NE), Nigeria in the delivery of efficient cost effective and quality logistics and admin services to support the emergency program delivery and respond to emerging emergencies in the LCB Response

    Key Responsibilities

    Manage an integrated supply and logistics structure which involves liaising and working closely with all members of the Oxfam team to ensure good planning and preparednesEnsure quarterly programme procurement and supply plan in place for North Ease Humanitarian Response, support quality input in preparing plans and ensure those achievements.

    Ensure that the supply of goods, logistics services (deliveries, warehousing, transport, communication) and other related queries are processed with speed and efficiency.

    Generate and lead the Humanitarian response implementation strategy for logistics / supply policies and procedures.Adopt cost saving strategies that will assist the Humanitarian Program Coordinator (HPC) and Country Logs Lead to minimise on wastage, improve efficiency and promote internal controls.

    Build relations, advocacy, inter-relations with other NGOs, UN bodies and commercial companies on logistics / supply issues if and when needed.

    Supply and Logistics :

    Maintain familiarity with donor compliance issues, ensuring all projects are compliant with donor and Oxfam procedures / requirements and that appropriate documentation of projects for transparency and future donor inspection / audit is in place.

    Ensure that monthly logistics reports are compiled and reviewed and submitted to country office in a timely manner.Ensure that inventory and asset lists are accurate, up-

    to-date and maintained.Ensure that Oxfam procurement procedures are followed and that authorization levels are respected.

    Ensure that Oxfam transport policies and procedures are adhered to at the field level and all contracts are signed with vehicle vendors.

    Ensure that all Oxfam contractual matters including contracts of office and team accommodation premises / hotels as well as hired vehicles and all services are up-

    date and well maintained.Ensure that for the overall management of all logistic aspects of the Oxfam program follows Oxfam logistic procedures as well as key into the innovative country-

    specific procedures where applicable at the field level. This will include supervision and monitoring of the general supply chain , stocks, fleets and assets in programmes.

    Furthermore, this will include also the supervision of requisitions, local purchase, transport, warehousing (including storage and stock control systems), the issuing of supplies, etc.

    Carry out field assessment to identify potential vendors through a supplier mapping exercise which will provide adequate supply chain efficiency to the field offices.

    Manage, monitor all stocks and assets in North East Response Programme and establish a disposal plan in accordance with the donor’s requirement and with country management team consultation.

    Take lead to ensure a wider field FWA (Framework Agreement) process for all category codes utilised by Oxfam’s projects and sign a FWA with identified and successful vendors.

    Supervise all filing and document management within the logistics department and he / she will ensure it will be done in a systematic, coherent and transparent way so as to meet Oxfam / donor’s needs, obligations and requirements.

    Ensure that a proper record of expenditures, receipts, requisitions, purchase order forms, waybills, and all other documents are kept.

    Supervise and monitor vehicle fleet management routines, including the management and further training of drivers;Ensure that there is an efficient system in place for the monitoring of fuel purchase and consumption by vehicles (Oxfam’s and Rental).

    Staff Management :

    Line manage (direct / matrix) the Field Logisticians, ensure appropriate logistical Oxfam systems / procedures are in place, maintained and adhered to so that all supply and logistic functions are carried out effectively and efficiently in the emergency programme setting.

    Be involved in the setting of measurable objectives for the logistics personnel in accordance with the HR requirement / policy.

    Primary focus should be targeted on building capacities through PDPs (Personal Development Plans).

    Monitoring and Reporting :

    Maintain and retain monthly contracts and procurement trackers to identify Key Performance Indicators on outputs.Monitor the programming and installation of Tracking boxes, HF & VHF radio, landline, and other communications systems as well as training on the use of and establishing communications routines and protocols for programme teams.

    In close collaboration with the Finance department, assist in the monitoring of programme expenditure, the transparency of systems and procedures in place and the compliance with order processing requirements of donor contracts.

    To report monthly to the Managers on Logistics activities and plans.To take on other appropriate programme activities as agreed by manager.

    Integrity :

    Honest, encourages openness and transparency; demonstrates highest levels of integrity.

    Essential :

  • Qualifications and / or extensive field experience in logistics related skills; purchasing and supply, warehousing, vehicle fleet management and communications team support, security awareness;
  • Extensive experience of logistics management preferably in a similar position with an international NGO - or with the UN or other intergovernmental agency.

    A proven record of effective management of people, other resources and processes. Well-developed inter-personal skills combined with the ability and desire to further develop local staff members.

    Demonstrable experience in the logistics management of institutional donors.Experience of management / supervisory responsibilities.

    Attention to detail and excellent numeracyDiplomacy, tact and communication and negotiation skills.Flexible and adaptable.

    Ability to work well under pressure and in response to changing needs.Good written and spoken English essential.Substantial experience in managing emergency programmes within developing countriesExperience of representation / liaison with government officials, local authorities, NGOs, civil society groups and donorsStrong leadership skills and a supportive management styleTeam player with experience of establishing strong working relationships with colleagues from different functions, cultures and political environmentsExperience of proactively identifying and addressing issues.

    Desirable :

    Strategic thinking with ability to network and influence high profile ranks within the sector.Knowledge of issues relating to emergency response.

    Experience working in an environment in which the security and political situation is volatile in a role which involved security management.

    Analytical skills and strong report writing skillsManagerial skills and quality.Good computer skills with command in MS Excel specifics.

    Confidence in systems and procedural compliantGeneral practical competencies in vehicle maintenance, and building skills would be an advantage

    What We Offer

    Oxfam Novib is committed to providing you with a competitive, fair, and comprehensive pay and benefits package that is justifiable to our donors.

    The salary range for this position is set in scale 9 with a salary range between EU 2962- to EU 4557.

    Method of Application

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