Country Logistics Coordinator (INT9074)

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

In March 2022, Oxfam launched its response to the influx of refugees and other people forced to flee from Ukraine in Romania, Moldova and Poland. A Programme Management Unit (PMU) has been established to provide leadership, oversee, support and provide technical assistance to the response in the affected countries.

The PMU will be led by an Operational Lead and includes dedicated advocacy and influencing capacity; business support functions, and a programme quality team with technical support on gender in emergencies, protection, cash and voucher programming, monitoring, evaluation, accountability and learning (MEAL), and safeguarding.

Poland / Romania / Moldova Programmes.

Oxfam is supporting a partner-led humanitarian response for the assistance and protection of refugees and other vulnerable people from Ukraine and the communities, organisations and authorities that are hosting and supporting them in neighbouring countries. The response is strongly driven by the protection needs of refugees and the need for national organisations and authorities to be supporting in scaling up for the refugee response, delivering quality protection support, as well as advocacy for the rights and protection of all refugees and people on the move needing protection.

The Role

• To ensure Logistics functions across the Ukraine programme are working efficiently and effectively and are in compliance with Oxfam, local and donor requirements. To design and implement effective and mutually accountable ways of supporting logistics functions within partner organisations.

Job Type: Fixed Term, 12 months

DIMENSIONS OF THE ROLE

• Contributes to targets and strategies within the Country response; influences policies.
• Identifies potential risks in the logistics function, their mitigation strategies and supports and influences managers/partners to adopt and implement those strategies
• Manages teams and resources to achieve defined areas of responsibility.
• provide advice to the Country Lead and senior managers within the country and when required throughout the organisation.
• Achieves donor compliance by establishing Oxfam systems and ensuring full comprehension of contract requirements in relation to logistics management among staff and partners.
• Support of partnership procedures and partner accountability on Logistics
• Produces reviewed procedures.

KEY RESPONSIBILITIES

Country Logistics Management

• Ensure effective coordination of Oxfam’s Supply & Logistics input which includes:
• Participate in programme assessments, planning and design.
• Supervise, manage and coordinate Supply & Logistics related activities for Oxfam Odesa, (procurement, warehousing, asset management, transport & distribution, fleet management).
• Develop an understanding of women’s rights and gender analysis and how to make supporting these a reality in logistics work
• Liaise with local authorities, military and civil defence forces as required
• Coordinate and liaise with internal (Supply Chain and Logistics and other shared services support teams) and external stakeholders (logistics cluster, local government, Project Partners, INGOs) to ensure efficiency.
• Develop procurement plans and strategies; in particular the preparation, systems and staff training for a return from Minimum Requirements to normal Oxfam standards within an agreed time frame
• Plan and implement logistics staffing needs, capacity building for Supply & Logistics staff (Oxfam and partners), including staff recruitment, assessment and training packages.
• To performance manage directly reporting staff, ensuring work priorities/objectives are developed and staff are fully trained and inducted to undertake their role.
• Be responsible for the implementation of Oxfam’s organisational standards, and ensure the response is in compliance with legal and statutory obligations within the country
• Establish and maintain robust fraud mitigation measures and establish a culture of compliance and rigour across the business support functions.
• Promote teamwork between logistics, finance and programme functions.
• Ensure that purchasing/logistics and administration procedures are consistent with corporate standards, clearly defined and understood and operated effectively throughout the response.

Other

• Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles

Experience, Knowledge & Competencies

Essential

• Knowledge and demonstrated commitment to Oxfam’s values, mission and work.
• Strong experience and understanding of effective management of supply & logistics including procurement processes,
• Proven ability to support, coach and encourage high performance in teams
• Ability to prioritise own workload, work independently, be pro-active and innovative, and work to deadlines.
• Good interpersonal and team skills and proven ability to be flexible in demanding situations.
• Sensitivity to cultural differences, and the ability to work in a wide variety of cultural contexts.
• Ability and confidence to take high impact decisions, ensure implementation and manage and mitigate associated risks.
• Knowledge and understanding of global justice, social change, women’s rights and gender equality and commitment to delivering humanitarian work through feminist principles.
• Ability to develop close working relationships with all stakeholders.
• Fluency in English (written and spoken).

DESIRABLE SKILLS AND COMPETENCIES:

• Previous development or humanitarian work experience, ideally with similar organisation.
• Knowledge of Oxfam systems and procedures

For this role, you will be expected to role model Oxfam’s feminist leadership approach and we have selected the most relevant feminist leadership practices which we will use for assessment purposes (which you can read more about here):

In addition:

Strategic Thinking and Judgment

• We use judgment, weighing risk against the imperative to act. We make decisions consistent with organisational strategies and values.

Systems Thinking

• We view problems as parts of an overall system and our contributions to change in relation to the whole system, rather than reacting to a specific part, outcome or event in isolation. We focus on cyclical rather than linear cause and effect. By consistently practicing systems thinking we are aware of and manage intended and unintended consequences of organisational decisions and actions.

Mutual Accountability

• We can explain our decisions and how we have taken them based on our organisational values. We are ready to be held to account for our actions and how we behave, as we are also holding others to account in a consistent manner.

Enabling

• We all work to effectively empower and enable others to deliver the organisations goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job. We give more freedom and demonstrate belief and trust, underpinned with appropriate support.

  At interview, shortlisted candidates will also be assessed on our values and organisational attributes, as outlined above.

Desirable

Self-Awareness

• We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviours to control and channel our impulses for good purposes. We self-moderate appropriately to different context thereby optimizing our ability to achieve goals.

Agility, Complexity, and Ambiguity

• We scan the environment, anticipate changes, are comfortable with lack of clarity and deal with a large number of elements interacting in diverse and unpredictable ways. We develop strategies to maximise adaptability and agility, encourage forward thinking, new ideas and learning from experience.