Supply and Logistics Specialist

ABOUT OXFAM
Oxfam is a world-wide development organisation that mobilizes the power of people against poverty. Around the globe, we work to find practical, innovative ways for people to lift themselves out of poverty and thrive. In the past 15 years alone, global extreme poverty has been cut in half. Billions of people are standing up to injustice, the trauma of war, and complex problems like climate change and economic inequality. But there’s much more to be done. We work to tackle the injustices that cause and perpetuate poverty. We work to make the world safer and fairer for everyone. We exist to defeat poverty. Oxfam Novib is a member of the international confederation Oxfam.

OUR TEAM
Oxfam Novib as an ‘Executing Affiliate’ (EA) is responsible for ensuring that country teams have effective and efficient operating platforms, systems, policies, processes and capabilities to support our programme work. The EA Global Business Support Unit brings together expertise in fields of International Human Resources, Finance and Business Control, Security, Country Relations Management and Supply and Logistics.

The Supply and Logistics team within the EA Global Business Support Unit aims to support Oxfam’s mission of a just world without poverty by supporting country teams, Oxfam partners and the wider organisation to deliver efficient, sustainable and accountable programmes through standard tools, common process standards, policy, procedure, training, strategic services, quality control, information management, compliance and technical expertise.

JOB PURPOSE
Working closely with the logistics teams, country management, and colleagues from other functional teams you will deliver integral support and ensure Oxfam policies, systems and procedures are fully implemented. In countries where Oxfam Novib is operating. The role provides expert advice and capacity building in supply and logistics including procurement, fleet management, asset/equipment management, and stock management. You will provide functional leadership and contribute to the advancement of Oxfam tools, policy and procedure. The Supply and Logistics specialist is seen by relevant internal and external stakeholders, as a specialist in Supply and Logistics.

Background
The role is anchored in Oxfam Novib and has a primary concern for programmes where Oxfam Novib is ‘Executing Affiliate’ e.g. Burundi, Cambodia, Laos, Mozambique, Niger, Nigeria, OPTI, Somalia, Tunisia, Uganda, and Viet Nam. However, it works closely with counterparts in other Oxfam Affiliates and INGOs to create common solutions, share learning and innovation, and harmonise systems and processes across the confederation.

The role provides expertise and leadership to the development of Supply and Logistics management. Working closely with key stakeholders from program and support functions across the confederation, the jobholder is particularly concerned with ensuring that our business processes reflect best practice, are coherent and ensure cross-functional compatibility of ways of working.

KEY RESPONSIBILITIES AND TASKS

Technical Advisory Support

• Provide technical support and advice and training to field supply and logistics staff and respond to queries and request for input from other units; and create innovative tailored process solutions for context specific problems
• Provides induction, training and coaching on Oxfam supply and logistics processes, systems and tools for logistics and other staff (in Oxfam and/or partners)
• Work with country teams to apply minimum standards and best practice and plan for strategic improvements and identify solutions to process challenges
• Provide technical input to Oxfam Procurement System in collaboration with other technical areas and including training, problem solving, and system design support
• Assist in audits, investigations and loss prevention investigations
• Monitor functional performance and compliance in supply and logistics processes to ensure legality, efficiency, effectiveness and
• Provide support on the recruitment, personal development and on-the-job support for supply and logistics staff in country programs; and assist in designing and maintaining adequate supply and logistics capacity for the programme strategies
• Provide technical review of high value procurement, contracting, asset disposal and waivers from Country programmes
• Provide gap fill on temporary basis if required for senior logistics roles in country teams
• Process leadership
• Work with counterparts in other Oxfam affiliates to create, improve and maintain common standards, procedures and policies related to the supply and logistics function that are fit for purpose and reflect sector best practice
• Provide technical input and collaborate in cross-functional and interagency working groups where required
• Contribute to the maintenance of shared resources and tools and information so that they are easily accessible for staff across Oxfam
• Participates in and leads on multidisciplinary and inter-affiliate projects
• Create and implement plans to roll out system and process improvements in countries.
• Provide technical input to design, improvements, and training for new system and applications for supply and logistics processes
• Actively work with other functions (Finance, Funding, Audit, HR, IT, Program etc.) to ensure consistency and compatibility of tools, systems and processes and provide timely input to key policies maintained by others related to the Supply and Logistics function.
• Contribute to the development of digital solutions and digitalisation of tools and processes in Supply and Logistics
• Contribute to the development of training and induction content
• Development of supply and logistics strategy and input into operational strategy of the organisation
• Leads tender process for multi-country (global) procurement of suppliers
• Writes concise reports and memos in excellent English language and communicate the details in
• a clear and easy to understand way to key stakeholders both internally and externally

REQUIREMENTS

Essential

• Excellent written and spoken English and French languages, and ability to write in clear and concise language
• A University Degree in a relevant field (e.g. Business Management, Supply Chain Management, International Development) ; or equivalent level through work experience relevant to the role
• At least 5 years relevant experience in an international organisation
• Experience in leading projects; and experience in training and coaching on topics related to supply and logistics
• Adaptable, flexible, able to deal with a wide range of conflicting needs and demands
• Excellent communication skills: Selects the appropriate style to influence key decision-makers both internally and externally
• A good sense of humour
• Innovative, solutions-orientated and able to work in a changing work environment
• High level of digital literacy and confidence in MS applications and systems and experience with digital solutions for supply chain contents
• Ability to communicate complex issues in a very clear and simple way to internal and external
• stakeholders and write reports and memos for high level management
• Willingness to travel abroad (up to 5 times a year for at least 1 week at the time)
• Ability to work in a multi-cultural diverse environment
• Commitment to Oxfam values and mission, and the promotion of gender justice and women’s rights

Key Competencies

The key competencies for this position are:

• Result orientation: The formulation of results to be attained from the objectives of Oxfam Novib, in terms of quality and quantity (formulated SMART-ly). The basis for managing through actions and evaluations
• Cooperation: To contribute actively to a joint result, also when there is no direct self interest of a functional or personal nature. To build bridges and find common ground from cultural differences.
• Planning & organisation: From a set target, to determine priorities and indicate a ranking of activities and needed resources
• Customer orientation: To analyse the wishes and needs of the internal customer and actaccordingly.
• Creativitity: To find original solutions to problems, new work methods. To table innovative ideas.
• Enterprise: Signals opportunities, acts on them and in doing so dares to take responsible risks
• Flexibility: to be open and adequately respond to change/changing circumstances. To adapt the own style, approach and behaviour to changing demands, situations and circumstances. To capitalise on different cultural angles.