Logistics Officer - Admin & Fleet

Job Description

Title: Logistics Officer - Admin & Fleet

Company Name: Oxfam

Vacancy: 01

Job Location: Cox's Bazar (Ukhia)

Employment Status: Contractual

Educational Requirements:
∎ Degree in Business Administration or any other relevant discipline of study.

Experience Requirements:
∎ At least 2 year(s)

Job Responsibilities:
∎ Administrative
∎
∎ Ensure rolling out of all Admin/ Logistics tools and compliances to systems in a standardized fashion.
∎ Responsible for establishment and maintenance of Oxfam field facilities (fields offices, field shelters, furniture, and materials).
∎ Establish and maintain good relationship with service providers in accommodation, government relations and general service providers - ensuring effective service and delivery.
∎ Implement and monitor all logistics and admin systems in accordance with Oxfam policies and procedures.
∎ Maintain constant dialogue between programme and logistics (procurement) on movements, requests etc. and participate in regular planning meetings.
∎ Support Sr. Logistics Officer to ensure Oxfam Admin systems, procedures and working practices are adhered to the desired standards.
∎ Maintain, repair or replace office equipment as per management decision.
∎ Keep all official documents posted and delivered in a timely manner.
∎ Ensure payment processing of all utility bill in due time and provide monthly airtime recharge to entitled staffs.
∎ Keep records and filing of official correspondences with strict confidentiality.
∎ Check up and ensure cleanliness inside & outside of office regularly and maintain proper recording of generator fuel.
∎ Manage inventory of office supplies and make purchase requests of new materials as and when required.
∎ Provide oversight functional support to the management of all office and guesthouse consumables.
∎ Participate in regular Business Support and Programme meetings to identify operation priorities and challenges.
∎ Ensure permanent visibility of logistics activities through concise reporting to line and matrix managers.
∎ Prioritise key administrative issues and make recommendations for implementing practical solutions.
∎ Ensure Value for Money approach is critically considered across all logistics functional areas.
∎ Ensure provisions of appropriate level of visibility to programme teams in order to enhance quality programming: information sharing, collaboration and integration with programme teams.
∎ Maintain accurate and comprehensive records of activities and audit controls for functional areas.
∎ Guesthouse Management
∎
∎ Engage actively in identifying suitable guesthouses for Oxfam staff; when necessary and ensuring these are fully furnished and managed.
∎ Keep a regular and daily tracker update for staff movement status, accommodation, etc. for enhanced accountability and transparency.
∎ Ensure that all guesthouse equipment is in working order always.
∎ Ensure tidiness of guest house premises and ensure safety and security guest house assets.
∎ Maintain proper register for guesthouse item and equipment and replenish in a timely manner.
∎ Proper record keeping for staying Oxfam staff at guest house.
∎ Supervise guesthouse support services staff and assume responsibility of accomplishing their tasks efficiently.
∎ Fleet Management and Operations
∎
∎ Monitor and control fleet utilization on a daily/ regular basis with apt accountability.
∎ Develop standard operating procedures in accordance with Oxfam's fleet management.
∎ Plan and maintain daily/ weekly movement of the vehicle as per the project need with proper visibility
∎ Ensure effective and timely maintenance, servicing and repair of vehicles to minimize down time and increase vehicle safety. Where maintenance is required, ensure a replacement vehicle.
∎ Manage and maintain vehicle maintenance record to ensure roadworthiness with compliance to all legal papers and licenses are updated.
∎ Ensure the minimum vehicle safety equipment as per Oxfam standards are in place.
∎ Conduct analysis of vehicle status and make recommendations for timely replacement, including type of vehicles, spares etc. If needed contract with vendor for replacement of vehicle.
∎ Produce monthly reports for vehicle movement, fuel consumption and incident reports within the prescribed timelines.
∎ Personnel Management
∎
∎ Manage Human Resource planning, assist in recruitment and oversee performance management of logistics/admin staff in the functional areas when delegated.
∎ To provide capacity building technical support to Admin/ Logistics staff in Ukhiya office, ensuring coherent and consistent programming that Oxfam procedures are complied with.
∎ Review job descriptions of Admin/ Logistics staffs.
∎ Assist in recruitment and selection of logistics and admin staffs with the support of People & Culture team.
∎ Provide support and training to the logistics/ admin and programme teams.
∎ Set job objectives for the logistics and admin personnel and performance management of them.
∎ Plan on leave and absence coverage of staffs who report to the position.

Additional Requirements:
∎ Minimum 2 years of work experience in humanitarian Logistics at similar job level, with specialization in Administration & Fleet Management.
∎ Relevant qualifications and/or proven experience in: Management, Administration and Transportation (Fleet).
∎ Good written and spoken English.
∎ Ability to keep clear and concise records and work with minimal supervision.
∎ Diplomacy, tact, negotiating skills and team-working skills.
∎ Flexibility to work under pressure and ability to respond to changing needs.
∎ Commitment to humanitarian principles and with the aims and objectives of Oxfam.
∎ Sensitivity to cultural differences, and the ability to work in a wide variety of cultural contexts.
∎ Previous overseas work experience, ideally with NGOs would be an advantage.
∎ Knowledge on vehicle tracking and other communication systems.
∎ Required to adhere to Oxfam's principles and values as well as the promotion of gender justice and women's rights Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and well being principles

Salary:
∎ BDT. 7,27,205 per annum (13 months) plus 10% market supplement

Compensation & Other Benefits:
∎ Medical for spouse and children, contributory Provident fund, gratuity, leave & Insurance etc.

Job Source: Bdjobs.com Online Job Posting

Application Deadline: April 15, 2019

Company Information:
∎ Oxfam
∎ Business : Oxfam employs more than six thousand people in 90 countries who share a commitment to work together to end poverty and suffering. It is committed to ensure diversity and gender equality within the organization and welcomes applications from women, person with disability and under-represented groups. Oxfam does not discriminate against applicants or employees based on their HIV/AIDS status. The organization has been working in Bangladesh since the War of Independence and has established a permanent country office in 1972. Since then it has responded to all major emergencies in the country. Oxfam's current program focuses on Economic Justice & Resilience, Gender and Women?s Leadership and Humanitarian Capacity Building and Response.

Category: General Management/Admin