DIVISION: Operations

TEAM: Supply and Logistics

LOCATION: Based in Jerusalem 

CONTRACT TYPE: Fixed Term

ONE OXFAM GRADE : D             Zone : 1

JOB FAMILY:  Buisness Support

SALARY: Min 126,944 -Max 203,111 ILS per annum

HOURS: 40 hours per week

FLEXIBILE WORKING

We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you. We think this role would work particularly well as a fully Office-based.

COMMITMENT TO DIVERSITY AND INCLUSION

We are committed to ensuring diversity and gender equality within our organisation

JOB PURPOSE:

To secure a perfect procurement process in the large scaled response according to Oxfam policies and procedures mainly for high level of thresholds and address the properly related reports.

Answer the received procurement requests in the best manner within the appropriate timeline according to Oxfam regulation.

Maintain good relationships with suppliers and other stakeholders by following Oxfam values.

POST HOLDER REPORTS TO

Logistics and Security Coordinator

JOBS REPORTING TO THIS POST

No

BUDGET RESPONSIBILITY

No

GEOGRAPHICAL SCOPE

Jerusalem office

IMPACT

Internal focus

KEY STAKEHOLDERS

Logistics cluster, IOM, ERC, Egypt Partners, Logistics Officer based in Amman, Programme team, Donor, Oxfam Supply Centre, Egypt Suppliers.

DIMENSIONS OF THE ROLE

• Tasks are routine with well-defined targets and/or minimum standards, but requires flexibility and common sense in making necessary adjustments to suit individual circumstances
• Problems may vary but solutions can usually be defined from previous experience with judgement based on technical and management experience
• Role is independent and variable, combining standard activities with well-defined targets and/or minimum standards, but also requiring effective management of  non-routine tasks
• Collect, analyse and provide information to other staff
• Impact is across programme
• Represent Oxfam and negotiate with a range of external organisations including logistics cluster coordination.
• Contribute to the development of improvements to the department’s services, procedures and systems.
• Regular communication is normally with their immediate manager but also require a broad range of communication and information sharing with internal and external stakeholders.

KEY RESPONSIBILITIES

Supply Chain

• • Implement and review periodically the International Supply Line  and The Egypt Supply Line, ensuring its effective and efficient use for all the procurements related to the project.
  • Throughout the project cycle, and with support from the country logistics team provide information for the (re-)planning of supply activities
  • Liaise with Programme staff in collecting the required specifications for the requisitions, to make sure the Request For Quotations include all the necessary details.
  • Receive Quotations, prepare Comparison Bid Analysis and suggest the selection of suppliers honoring the Best value for Money, lead time and items quality, as advised by line manager.
  • Participate in Tender preparation when required.
  • Maintain the Suppliers Database, including: Information sharing with internal and external stakeholders, follow up on procurement status, prepare procurement dossiers, including review quotations, compare prices, make framework agreements and suppliers management.
  • Periodically review the effectiveness and quality of the Procurement process; informing the country logistics management as required.
  • Ensure compliance and transparency in applying procurement procedures when it comes to respecting the procurement thresholds, ensure the budget holder approvals are collected and proper archiving of the procurement activities.
  • Highlight and report any fraud suspicious in the procurement process or supply at all levels
  • Liaise regularly with finance on supplier's issues (terms and conditions of payments, quality, reconciliation of data between finance system and supply system).

Information Management

• • Ensure the following tracking systems and reporting are kept up to date:
    • Requisitions
    • Trucks Movements, and reception at final destination
    • AIDA Fuel Request, using AIDA (INGO Forum)
    • Incoming Pipeline Inputs for the Logistics Cluster every week
    • AIDA list for Transit and Distributions. (in coordination with the teams in Gaza)
    • Declare potential dual-use items to Coordination clusters and UN Access
    • Feed into the weekly sitrep sharing the relevant information with the Security & Logistics Coordinator.

Fleet Management

• • Ensure the transport needs of the office are meet.
  • Implement the calendar for the office movements, based on request and vehicles availability. Alert the Logistics Coordinator if the needs surpass the capacity.
  • Inspect the vehicles to make sure they are in good state of repair and basic mechanics to perform the works.
  • Suggest the steps to be followed for good management of the vehicle fleet of the whole mission, bearing in mind the specific characteristics of the country.
  • Implement tools that allows to monitor the fuel consumption of the vehicles. Follow up and report periodically on any irregularities.

Others:

• • Perform any other tasks as assigned by the line manager
• Attend to the Logistic Cluster meetings when requested by the line manager and produce a summary to share with the logistics team.

PERSON SPECIFICATION

Most importantly, every individual in Oxfam needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, COURAGE, SOLIDARITY and EQUALITY (read more about these here)
• Ensure you commit to our ORGANIZATIONAL ATTRIBUTES (including adhering to the Code of Conduct):

1. Be committed to our feminist principles, and to applying them in your day-to-day behaviour and your work. Be ready to keep learning, with accountability to those who experience oppression as a result of their identities, such as their gender, race/ethnicity, disability, class, or LGBTQIA identity."

2. Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

EXPERIENCE, KNOWLEDGE & COMPETENCIES

ESSENTIAL

• Self-Awareness
• Relationship building
• Mutual accountability
• Agility, Complexity, and Ambiguity

In addition:

• University Degree – relevant to the position is preferable, Logistics Management or Supply chain.
• Minimum 5 to 7 years of experience in a similar function in addition to knowledge in purchasing, market assessment, and transaction coordination.
• Diplomacy, tact, negotiating skills, and good communication knowledge with stakeholders. with minimum 5 years of experience in this domain.
• Minimum 2 years continuous experience in international procurement and dealing with international supply chain and suppliers relation.
• Very good communication skills  in both spoken and written Arabic,  English and Hebrew
• Good competency in Microsoft Office applications
• Valid Driving license for 3 years at least.

Desirable

• Team-working skills.
• Flexibility under pressure and in response to changing needs.
• Attention to detail and excellent numeracy.
• Good communication skills
• Ability to keep clear and concise records.

SAFER RECRUITMENT

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and promoting the welfare of children, young people and adults. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us. Offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks.