Re-advertised : Senior Fleet Warehouse and Assets Office / Damascus Head Office / National Position (INT10235)

Oxfam is a global movement of people working together to end the injustice of poverty.

The Role:

Oxfam Syria is looking for Senior Fleet Warehouse and Assets Officer 

JOB PURPOSE:

To secure perfect management for country office assets, warehouse, and fleet according to Oxfam policies and procedures and address the properly related reports.
Coordinate all logistics requested tasks in the best manner within the appropriate timeline according to Oxfam regulations in the country office.
Support hubs senior logistics officers with any technical support related to daily tasks and requested reports.
Maintain good relationships with suppliers and other stakeholders by following Oxfam values.
Show a high level of leadership skills according to Oxfam values.

KEY RESPONSIBILITIES General:

• Accomplish high level of coordination with HQ in accordance with Oxfam in Syria strategy

Logistics:
• Ensure effective supply chain mechanisms in place to contribute to the successful implementation of the Oxfam plans in the Country and hubs offices in coordination with HQ and different internal and external stakeholders.
• Responsible and accountable for ensuring the logistics activities in Oxfam in the Country and hubs offices are carried out in accordance with the authority of the logistics.

Assets and Equipment
• Maintain Country office and hubs assets register and inventory, ensuring that all Oxfam assets and equipment’s are properly tagged/given an ID number, recorded, assessed and their physical location & condition documented.
• Ensure all assets and Oxfam properties are maintained to a good working order and appropriate standard.
• Ensure that any storage facilities and/or warehouses are adequately maintained and managed, including the protection of stored goods
• Check all records related to vehicle timetables, log sheets, vehicle servicing history, accident/incident reports are up to date, etc.

Warehousing and Transportation:
Ensure timely movement of the goods to/from warehouse by:
• Accomplish high level of coordination with suppliers, shipping agents, warehouse management, related authorities and Oxfam representatives
• Ensure receipt of goods is in good order as described on the purchase order & requisition ensuring relevant technical advice for receiving goods of specific technical nature when necessary
• Carry out regular stock reconciliation and report of any discrepancy to the line manager.
• Communicate with respective stakeholders throughout the delivery/release process, prepare service requests, and follow on inventory and reconciliation visits.
• Attend and effectively participate in the logistics cluster meetings whenever designated to maintain working relationships
• Prepare, follow on facilitation letters required for transportation as per local legislations.
• Ensure adherence to health and safety procedures, assess risks and take appropriate measures to maintain safety of warehouses and inventory, and report any violations to responsible personnel and management.

Planning and Reporting:
• Ensure the planning of logistics activities mentioned above (warehousing, transportation, assets) is always timely and dimensioned to the programme requirements to ensure smooth implementation
• Provide inputs to the Logistics Manager on how to overcome challenges and prevent any risks related to own area of work
• Produce and submit regular progress and analytical stock, assets, equipment inventory, orders,
Job profile template version 1 – 17.03.20
• Receive, consolidate logistics activities updates (Sitrep, fleet report, asset tracking, stock inventories, requisition tracking and analysis) and submit progress reports to line manager on regular and timely basis.

People management and development
• Given the design of a project location in consultation with senior staff, identify staff requirements, staff gaps, and analyse the roles & responsibilities of warehousing roles.
• Using standard job profiles, developing vacancy announcements, and work with HR in recruiting staff including negotiating terms and conditions of contracts.
• Plan, organise, and lead work of teams and individual staff members by establishing clear individual role objectives, monitoring support process, and providing feedback to improve performance.
• Support staff in their career development and progression.

Partnership
• Contribute to the delivery of learning for partner organizations

Project supply planning & review
• Assess local capacity and strengths and weaknesses in warehousing
• Seek to understand the role of other functions in Oxfam and identify opportunities for collaboration in support of programs
• Contribute to the planning of project supply chains
• Provide and analyse operational (transaction) data for re-planning project implementation and support.
• Identify the need for operational relationships with other activities within the supply chain • Identify (warehousing related) risks that can prevent the delivery of projects
• Contribute to the assessment of operational and financial performance.
• Identify and escalate problems in warehousing systems and procedures

General
• Ensure that logistics activities within the Country and Hubs Offices are carried out according to Oxfam’s policies and principles.
• Provide regular briefings and inductions to the program team and other support team members at the Country and Hubs offices level on relevant logistics policies, procedures, and systems
• Recommend and advise on any improvement or changes to these procedures as a means of further strengthening best practices adapted to the local context.
• Responsible for maintaining good and professional relations and establishing good contacts with vendor-suppliers, other humanitarian actors, and government departments that relate to logistics
Perform any other tasks as assigned by line manager

What we are looking for:

We’re looking for a candidate who cares about Oxfam’s mission to end poverty and is personally aligned to our feminist principles and values of empowerment, accountability and inclusion in all you do.

An ideal candidate for the role will also be / have:

Experience, Knowledge & Competencies

 ESSENTIAL
• Sound judgement
• Listening
• Self-Awareness
• Decisiveness

In addition:
• University Degree in relevant field/significant relevant years of experience at this level with International Agencies or NGO’s.
• Minimum 3 to 5 years of experience in a similar function in addition to knowledge in utility, assets, and warehousing management,
• Competency in use of relevant technology systems (MS Office suite skills)
• Financial management ability and value for money achievement are essential
• Solid and sound data management and reporting skills.
• Very good analytical thinking and ability to take sound judgements/decisions and be able to work independently.
• Diplomacy, tact, negotiating skills, and good communication knowledge with stakeholders. with minimum 3 years of experience in this domain.
• Good leadership and team management skills.
• Fluency in Arabic and English (written and verbal)

Desirable
• Ability to pro-actively adapt and improve standards and working practices, and continually seek out most efficient use of resources.
• Ability to plan, prioritise and organise work
• Anticipate outcome of activities and use initiative to achieve targets.
• Experience with emergency response delivery in similar conflict situations is preferable
• Gender and cultural sensitivity and commitment and understanding of the values of Oxfam and the principles of equal opportunity.

We offer:

From the day you join Oxfam we invite you to stretch and learn in your role. Our wide range of Learning & Development opportunities includes in-house courses, e-learning modules, on-the job learning opportunities, coaching and mentoring, and much more. 

You can read more about all Oxfam has to offer here.

How to apply:

As part of your online application, please upload your up to date CV and Cover Letter explaining your suitability against the essential criteria in the job profile.