JOB PROFILE. JOB TITLE: Supply & Logistics Coordinator - Response & Resilience Team (RRT)

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1 JOB TITLE: Supply & Logistics Coordinator - Response & Resilience Team (RRT) DIVISION / DEPARTMENT / LOCATION: International/International Finance & Systems/Worldwide SALARY: 29,754-41,611 net per annum JOB FAMILY: Property/Logistics LEVEL: Global B2 OXFAM PURPOSE: To work with others to overcome poverty and suffering. RESPONSE & RESILIENCE TEAM PURPOSE: To respond effectively and rapidly to major emergencies anywhere in the world, and enable communities to become more resilient to future shocks and stresses. LOGISTICS TEAM PURPOSE: To ensure that the operational implementation of Oxfam GB programmes and strategy is: Properly planned and managed by the right logistic team; Efficient, through the timely availability of assets and a transparent supply chain, with close monitoring of the consumption and use of those assets; Structured through the clear definition of individual responsibilities and appropriate processes and ways of working, transversally. JOB PURPOSE:- Focus on Response Leadership : Analysis, Strategy and Design Provide managerial and coordination resources in emergencies and resilience work. Provide skills and experience to help staff and partners develop their logistics capacity. Provide resources for the development of the use of new technologies in Logistics. Provide expertise across all areas of logistics. It is essential that all RRT Logisticians are able to respond effectively to humanitarian emergencies including large rapid onset cat 1 s. All RRT Logisticians will have to have the soft and management skills to work through others to run a supply chain. This includes coaching, mentoring, training and performance management competencies. This set of soft skills and people management skills will be the most important part of the RRT Logistician profile. REPORTING LINES: Postholder reports to: Head of Supply Operations Staff reporting to this post: 0 8 direct reports subject to deployment context. BUDGET RESPONSIBILITY: Yes (during deployment) June Logistics Coordinator

2 BACKGROUND: Oxfam is committed to providing timely humanitarian assistance to those affected by conflict and natural disasters and to increase programme impact by strengthening the effectiveness and accountability of our humanitarian work. This post holder is required to play senior, leading roles in coordinating Oxfam s field activities relating to Supply and Logistics during emergency responses. Supply and Logistics refers to a broad set of operational and support activities related to requirements planning, procurement and delivery of materials and services, management of fleet and transport and setting up of project infrastructure often along with delegated responsibility for security and elements of administrative support. All deployments will be mainly related to start-up and/or management of operations in (large) emergencies, in some cases also as stand-in or specialist support for key regional or country Supply and Logistics roles. When not deployed in the field the post holder will work with Head of Supply Operations to fulfil functional business needs. DIMENSIONS: The role contributes to departmental Objectives and standards. The role impact directly on Oxfam effectiveness in the ways strategic goals are implemented Each deployment is highly variable and requires adoptions, developing solutions to diverse and complex problems within organizational policy. The role manages and plans resources of a large team / department during deployment. The role impacts directly on programme quality, functional strategy and ensures and supports operational implementation. The role is expected to manage significant external relationship, which has significant influence on the way logistics and Oxfam are perceived, internally and externally. The role is expected to maximise sharing of lessons learnt between countries and regions KEY RESPONSIBILITIES: Technical Skills :: Ensure effective coordination of Oxfam s Supply & Logistics input in large scale emergencies which includes - Participation in programme assessments, Planning and Design. - Supervise, manage and coordinate all Supply & Logistics related activities from the technical and management point of view in a professional manner (Procurement, Warehousing, Asset Management, Transport & Distribution, Fleet Management Import and Export Procedures). - Contribute to proposal writing and programme planning including preparation of Budgets, and compliance of Donor procedures & policies. - Poor women s rights and how to make supporting these a reality in logistics work - Knowledge Management in Logistics June Logistics Coordinator

3 - Liaison with military and civil defence forces. Coordinators interact effectively with all internal (e.g. Affiliates) and external stakeholders (logistics cluster, Donors, local Government, Project Partners, UN Agencies, INGOs) to ensure logistics efficiency. Coordinators have the personal attributes to lead multi stakeholder consortiums or clusters. Coordinators can act as mentors to other RRT Logisticians and others. Coordinators can lead Logistics in Cat 1 emergencies. Strategic Responsibility Contextual application of ID Supply and Logistics strategy Contribute to periodic revision and adjustments of ID S&L strategy. Ensure to develop and achieve function specific -, Regional and Country business plans, in particular with a view to emergency preparedness Devise and implement performance measures for Supply & logistics, reporting details for the response and preparedness planning. Planning and putting in action capacity building for Supply & Logistics staff. Role is expected to set an example of high standards relating to people management and working with other teams as well as to drive the consideration of key organisational themes (i.e. gender) in functional context SKILLS AND COMPETENCIES: Minimum requirements all RRT members are expected to fulfil: a. Ability to deploy at short notice to areas affected by crisis and support the rapid scale up of humanitarian programmes to meet life saving needs of affected people. To demonstrate the core competencies and behaviours agreed for humanitarian personnel. Such behaviours will help RRT members Oxfamise new staff during rapid scale up, when a large number of new staff are often recruited, through modelling appropriate organisational culture. b. Management skills; given that virtually all RRT deployments will involve managing a team of others in delivering the work, RRT members will need to demonstrate management competencies. c. Behavioural skills; all RRT deployments require the individual to successfully work with others often under challenging circumstances. RRT members should demonstrate competencies around listening and creating dialogue and working with others as well as networking skills. Technical competencies. Extensive experience in Supply & Logistics management and in-depth knowledge of supply chain management and best practice. Proven management experience of teams, aiming at sector specific capability building through motivating, developing and supporting others, including OXFAM GB Project partner organizations. Experience with donor specific requirements and accountability related to Logistics. Ability to integrate and work in participatory manner with other June Logistics Coordinator

4 JOB PROFILE departments to assess needs, implement and monitor logistics activities. Risk analysis and management of assets and equipment Technical problem solving relating to all aspects of Supply and Logistics including project supply planning, procurement, warehousing, distribution, transportation and fleet management, legal compliance and reporting. Behavioural Competencies Proven Leadership skills/ qualities and people oriented management expertise to provide direction and effective support to multi disciplinary and multi cultural team. Role model in motivating, developing and supporting others to the highest standards of performance. Proven ability to react positively and effectively in emergency situations Stress resistance. Strong negotiation and conflict management skills. Adaptable, flexible, able to deal with a wide range of conflicting needs and demands Commitment and understanding of Oxfam s equal opportunity and gender and diversity issues. Ensure adapting appropriate style of communication when dealing with issues relating to people and to influence key decision makers both internally and externally. QUALIFICATION AND EXPERIENCE: Fluency in English and French is essential Advanced education in Supply & Logistics management or comparable business studies (can be waived for experience based knowledge) Extensive practical field experience including front line emergencies Strong and proven experience in people management Strong sector specific assessment, analytical and planning skills. Extensive experience in Supply and Logistics strategy covering logistics planning, procurement practices, supplier & contract management skills, warehousing, transportation, fleet management and management of field logistics operations. Experience of having led or coordinated inter-agency sector specific initiatives. Experience in handling security coordination / management. Working knowledge and practical application of Humanitarian sector principles, standards / codes (SPHERE, Red Cross Code of Conduct, etc..) Flexibility for frequent travel and work in hard condition (both living and working conditions) Good IT skills, strong knowledge of MS office. Clean driving licence This job description is not incorporated in the employment contract. It is intended as a guide and should not be viewed as an inflexible specification as it may be varied from time to time in the light of strategic developments and following discussion with the post holder. Updated: May 2014 June Logistics Coordinator

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