Job ID
37427
Job Title
Re- Advertised: Senior Fleet Warehouse And Assets Officer
To work for
Oxfam Syria
Country
Syria
City
Damascus
Field of Work
Warehousing/Supply - Procurement/Logistics/Delivery
Job Type
Full time
Military service
Finished or Exempted (For male)
Minimum Education Level
Bachelor/ License Degree
Responsibilities
• 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,
• 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
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,
• 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
Qualifications
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)
• 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)
Specific Vacancy Requirements
• 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.
• 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.
Salary and Benefits
As Per Oxfam Salary Scale
About us
Oxfam is an international confederation of 17 organizations networked together in more than 90 countries, as part of a global movement for change, to build a future free from the injustice of poverty.
In Syria :
While Oxfam has been present in the region since 1970, it began operating in Syria through its Damascus based presence in July 2013. Since then, Oxfam has been responding to both the urgent WASH needs for vulnerable people, and has been working on the rehabilitation of water systems in order to provide durable, more sustainable solutions to the affected populations. Interventions implemented under Oxfam's WASH Programme include: Provision of Acute Emergency Life-Saving WASH Services, Rehabilitation of Water Systems, Hygiene Promotion and Water Conservation, Capacity Building and Training, and Improved Emergency WASH Coordination. To date, Oxfam has been worked in 10 governorates, seeking out to over 2.5 million beneficiaries.
In Syria :
While Oxfam has been present in the region since 1970, it began operating in Syria through its Damascus based presence in July 2013. Since then, Oxfam has been responding to both the urgent WASH needs for vulnerable people, and has been working on the rehabilitation of water systems in order to provide durable, more sustainable solutions to the affected populations. Interventions implemented under Oxfam's WASH Programme include: Provision of Acute Emergency Life-Saving WASH Services, Rehabilitation of Water Systems, Hygiene Promotion and Water Conservation, Capacity Building and Training, and Improved Emergency WASH Coordination. To date, Oxfam has been worked in 10 governorates, seeking out to over 2.5 million beneficiaries.
Required employees number
1
Posted On
Nov 13, 2023
Expiry Date
Nov 28, 2023
Photo
Required
CV Language
English