Oxfam GB Logistics and Administration Officer Jobs in Kenya

Oxfam GB Logistics and Administration Officer Jobs in Kenya

Oxfam International Secretariat is looking for Logistics and Admin Officer to manage the Logistics, Procurement and designated Administration team within the Oxfam International’ Shared Service Centre (SSC) in Nairobi and ensure close functional collaboration with other Logistics staff in business units so as to enhance efficiency and accountability.

To coordinate and supervise compilation and presentation of quality, quantitative statistics and visibility reports for management.

Key Responsibilities and Accountabilities

  • To line manage the SSC logistics and admin team and provide support through assessment, capacity building, coaching and mentoring.
  • Maintain an overview of the logistics and admin needs of all business units
  • Takes responsibility for ensuring quality in logistics and administrative support by SSC.
  • Ensure overall coordination and management of all logistics, procurement and administrative aspects of SSC; follows Oxfam logistics and administrative procedures as well as develop innovative procedures where applicable.
  • To produce and interpret periodic reports for both internal SSC level as well as upward to Business Units
  • Ensures cost effectiveness and time-sensitivity across the supply chain and facilities management, including development of plans and priorities, follow up and measurement of progress.
  • Manages and takes responsibility for team performance including ensuring new staff receive appropriate induction on logistics, procurement & supply chain and designated administrative responsibilities.
  • As appropriate attend related forums on logistics and keep good relations with counterparts including suppliers on logistics management related issues.
  • Ensure the implementation of actions in support of Oxfam values and policy, including gender and diversity mainstreaming.
  • Ensure that Helios and D365 systems are being used properly and consistently by reviewing transactions entered in production instance on a regular base.
  • Contribute to the budget and monitoring processes in liaison with the finance department and SSC Manager to ensure that logistics needs are factored into SSC planning realistically.
  • Participate in the SSC leadership team and act as a positive leadership model to other team members, inputting on strategy and management decisions, and act as a positive leadership model to other team members.
  • Ensures effectiveness by team and systems across the Supply Chain to attain cost effectiveness, efficiency, accountability, and timely supply, procurement of goods and services and value for money.
  • Regular review and refresh the supplier/service provider database to ensure organisation is getting value for money and meeting internal and external policies and laws.
  • Establish and maintain good contacts with suppliers and service providers and other NGOs with regards to logistical/administrative matters.
  • Ensure that procurement, store management and transport policies and procedures are in place and adhered to at all times.
  • Maintain oversight of efficient and cost-effective facilities management in relation to building and office management and related services of Oxfam in Nairobi
  • Maintain oversight of efficient and cost effective management of all external workshops, meetings and events in Nairobi and Kenya
  • Maintain oversight of efficient and cost-effective local travel and transport related activities (taxis, Oxfam fleet and rental vehicles) for staff locally and visitors from abroad.
  • Maintain oversight and ensure timely payments of invoices related to office, administration and facilities management in Nairobi
  • Close working relationships with other departments within the SSC
  • Lead and offer advice on how to manage and maintain a simple but effective administrative system for the whole office.
  • Ensure that Oxfam complies with relevant registration procedures and our presence in the
    country is legitimate, and acknowledged by the appropriate ministries.
  • To lead in the review and updating of all logistics and administrative profiles within the SSC and support in the development of clear Performance Development Plans (PDP) and progression planning for all logistic personnel.
  • To continuously assess and recommend training and skills upgrades for all logistics staff in the SSC. This will also be achieved through mentoring and supervision and also through other appropriate learning forums and methods designated.
  • Maintaining administration systems for the department.
  • Responsible for the management of the Shared Services Centre fleet and its proper operation
  • Maintain an overview of Oxfam policy, systems and procedures relevant to logistics, and ensure that developments are communicated and implemented appropriately through regular reviews.
  • Advise Oxfam of any changes government policies with regard to the logistics, facilities and administration function that can affect the implementation of Oxfam’s programmes in Kenya.
  • Ensure compliance to the Oxfam’s Risk Management Policy and Framework.
  • Take responsibility for the achievement of minimum standards in the programme. This will include ensuring appropriate practice in requisitioning, local purchase, clearance, transport, warehousing (including storage and stock control systems) and the issuing of supplies.
  • Ensure appropriate practice in supplier pre-qualification, tender processes and asset disposal.
  • Be familiar with and abide by the NGO/Red Cross Code of Conduct, the People in Aid Code, Oxfam International procedures and other regulatory codes (e.g. InterAction Field Co-operation Protocol).

  • Our next Logistics and Admin Officer will require a range of skills and experience.
  • Professional qualification in commercial purchasing–supply standards, CIPS or equivalent and a member of KISM.
  • Degree in Supply Chain Management or Logistics equivalent
  • Minimum of 5 years extensive experience in logistics and administrative management and co-ordination function (purchasing and supply, warehousing and transport, custom clearing, office & facilities management, fleet management, etc.) in an international environment.
  • Proven experience in Humanitarian or Development work.
  • Experience of management/supervisory responsibilities.
  • Well-developed interpersonal and team skills combined with the ability and desire to further develop local staff members.
  • Ability to work well under pressure and in response to changing needs.
  • Organised and able to keep clear and concise records.
  • Good communication skills. Fluency in English and Kiswahili.
  • Proven computer literacy with experience with a Supply-chain ERPs
  • Sensitivity to cultural differences, and the ability to work in a wide variety of cultural contexts, diplomacy, tact and communication and negotiation skills.
  • Analytical skills and financial management ability.
  • Inspires/coaches peers and other teams to improve performance.
  • Sought out as expert negotiator/adviser in area of expertise.
  • Regularly reviews own and organisational priorities, setting clear objectives to achieve short and long-term aims.
  • Seen as a role model within area/department.
  • Commitment to Oxfam’s equal opportunity and gender policies.

    How to Apply
  • Interested and qualified candidates should apply online by 13th August 2019
  • For more information and job application details, see; Oxfam GB Logistics and Administration Officer Jobs in Kenya

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