Senior Procurement and Logistics Officer

Senior Procurement and logistics Officer
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Job details

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
)
Ensure you commit to our
ORGANIZATIONAL ATTRIBUTES

(including adhering to the Code of Conduct):
 
1. Be committed to our
, 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 yea
rs
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.

 
 
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