Supply and Logistics Coordinator – Ukraine Emergency Response (INT9235)

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

• The Roving Supply & Logistics Coordinator will be responsible for designing, strengthening and overseeing operation and good practice in the supply & logistics function.
• The role will provide Supply and Logistics expertise across all areas of logistics, managerial and coordination resources as part of the Program Management Unit, which is being put in place in 4 countries Romania, Moldavia, Poland and Ukraine
• The role will be ensuring Oxfam’s strategic Supply and Logistics engagement with partners and stakeholder, and help staff and partners to develop their logistics capacity.

KEY RESPONSIBILITIES

Supply and Logistics Coordination of the Ukraine Crisis response at regional level.

• Ensure effective coordination of Oxfam’s Supply & Logistics input which includes:
• Participate 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 with donor procedures & policies.
• Coach and help logistics staffs for them to understand how logistics and supply relates to the overall project management and when and how they should manage operational activities
• Coordinate and liaise with diverse stakeholders to ensure logistics efficiency:
• Internal stakeholders: Strategic Focus Area and Quality and Capacity Teams; Supply and Logistics and other Oxfam shared services support teams, Oxfam Global Humanitarian teams (Performance and Innovation Team, Program Support Team, Business Support team), Oxfam Supply Centre, OGB Executing Affiliates node.
• External stakeholders: logistics cluster activated for this crisis, donors, local government, Project Partners, UN Agencies, and INGOs.
• Plan and implement staff structure for the emergency response, capacity building for Supply & Logistics staff (Oxfam and partners), including staff recruitment, assessment, and training packages.
• Coordination of International Procurement with Oxfam Supply Centre if required.
• Support Oxfam’s exit strategy

Country operations management and support

• Work with country teams to continuously improve the design and use of business processes
• Maintain oversight of implementation of global logistics / supply policy in assigned countries ensuring that mandatory procedures are adhered to and followed, and to promote and integrate best S&L practice into the Country programmes
• External interactions, particularly about security, communication, and accommodation
• Work closely with the security advisor as the role can cover for security advisor for some days or weeks
• First point of contact ‘above country level’ for S&L technical advice
• To develop, as appropriate, common above-country resources such as e.g. a database of appropriate suppliers, equipment and specifications able to supply Oxfam programmes and to share and promote these resources with the Country Logistics Managers and other stakeholders.
• To provide support and technical advice to Country teams and partner organisations in the recruitment of Country Logistics Managers or focal point, and filling gaps if required
• Support periodic in Country learning needs analysis and development opportunities of partner and Oxfam staff.
• Provide logistics and procurement support to countries responding to Ukraine emergency
• Assist in the induction of non-logistics managers in Countries. This is a key in the process of building the foundations of a successful working life at Oxfam
• Assist, on request, in audits and/or loss prevention investigations
• Ensure that S&L KPIs and report formats are appropriate for purpose and contribute to their development, monitoring and improvement
• Carry out field visits to assess strengths and weaknesses of country S&L operations with the aim to flag risk and establish the needs for future training, development etc
• Participate in Needs Assessment and Partner Capacity Assessment
• In case there is any project closure, list key activities that need to be carried out in the main functional areas of Supply and Logistics
• Procurement contract management this include accommodation and office rental

Experience, Knowledge & Competencies

Essential

Qualifications and Experience

• Advanced education in Supply & Logistics management or comparable business studies. Extensive relevant experience may substitute for education but not vice versa.
• Extensive practical field experience including front line emergencies.
• Working knowledge and practical application of humanitarian sector principles, standards, codes (Core Humanitarian Standard, SPHERE, Red Cross Code of Conduct, etc.)
• Flexibility for frequent travel up to 4 weeks at time
• Good IT skills, strong knowledge of MS office in particular MS Excel.
• Language, fluency in English

Technical competencies

• Proven management experience of teams, aiming at capability building through motivating,
• Meet Oxfam standards in different categories of emergency programmes.
• developing and supporting others, including Oxfam Project partner organizations.
• Experience with donor specific requirements and accountability related to logistics and procurement
• 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 teams.
• Role model in, mentoring, motivating, developing and supporting others to the highest standards of performance.
• Proven ability to react positively and effectively in emergency situations
• Strong interpersonal, negotiation and communication skills
• Self-starter, able to make sound decisions in complex situations and with minimal support
• Able to work directly and over distance with colleagues, partners, allies

Desirable

Knowledge of other languages (Polish, Romanian, Ukrainian or Russian is an asset)