Latest Job at Oxfam Organisation

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Latest Job at Oxfam Organisation
Location: All Nigeria
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Ad description

Oxfam is a world-wide development organization that mobilizes the power of people against poverty. Oxfam is seeking a Media Lead Nigeria Emergency Our program is focused on economic livelihood, gender justice, governance and humanitarian work with a stronger focus on influencing the power dynamics that create poverty and inequality.

Job Title: Security, Procurement, Logistics, Admin Officer

Location 
Adamawa, Jigawa

Job Field
Administration, Secretarial, Logistics, Procurement, Store-Keeping, Security, Intelligence


Job Purpose
Security is and will remain of key importance for the Oxfam staff in Abuja and during duty trips throughout the country, especially in more volatile regions like the North-East and the Niger Delta. Good security analysis and risk management measures are required. The Security, Procurement/Logistics /Admin Officer is the Security focal point for the team. The job holder is also
responsible for managing logistics for staff, vehicle fleet, assets, communications, procurement, security and properties to ensure effective, transparent and accountable logistic support to the state based Oxfam staff and partners. Liaison with program teams to ensure adequate logistical consideration for coordination and planning of program implementation. Provide technical support and guidance to program teams on logistical elements of distribution & procurement planning.

Key Responsibility
Managing and tracking of all vehicles on the fleet, including movement planning and day-to-day allocation
Manage, maintain and repair vehicles in safe and efficient working order
Ensure that vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule
Responsible for administering litigations and traffic offenses.
Ensure vehicles have current and lawful documentation.
Manage service agreements related to vehicle maintenance and fuelling. Monitor fuel consumption and submit monthly reports
Receive travel requests, and maintain trip schedules and Staff Movement Board.
Liaise with airlines for flight travel ensuring value for money. Coordinate with incoming and outgoing travelers on pick up an drop times ensuring drivers are briefed of movement plans
Ensure accommodation is arranged for travelers. Ensure best value for money and that travelers are clearly informed well in advance
Maintain all logistic files in an organized, accurate and up to date manner
Line manage, coordinate, monitor and guide the work of the drivers, cleaners and guards and any other logistics support by managing performance on an on-going basis
Produce weekly procurement tracker and send to programs and Abuja office as may be required
Produce logistics site report, vehicle and generator cost performance report.
Update the vehicle cost schedule and produce regular vehicle performance and cost reports and send to Abuja office once per month..
Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit

Asset & Facility Management
Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals
Oversee the issuance and return of assets to/from staff
Ensure good condition of assets, and maintain asset condition reports. Update Asset Register and send to Abuja office every month
Ensure leased properties are in good habitable conditions. Overseeing repairs on these houses, liaising with the caretaker and landlord where necessary.
Establish and maintain a list of contact details for preferred service providers including carpenters, electricians, plumbers, generator servicers and builders and make this list available to staff.
Ensure the telephone system is operational and cost effective (PABX and CUG). Report any defective equipment or service. Check on running costs with Finance to ensure no misuse occurs
Ensure the data network (internet) is operational and cost. Report any defective IT or office equipment to the Log Assistant or Logistic Officer.

Procurement and Supply
Oversee procurement requirements of the State Office; implement procurement as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, etc.)
Check the availability and prices of requested items in the local market; liaise with capital office if procurement must be conducted there
Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects
Prepare monthly summary reports on the procurement and logistics support functions, identifying problems in operations and solutions proposed
Monitor procurement and logistics support costs in liaison with the Field Accountant to ensure that expenditures remain within approved budgets
Ensure the office is well stocked with necessary supplies stationeries and other consumables
Oversee all arrangements for meetings and conferences as required ensuring these are delivered to a high quality and cost effectively

Security
Engage state project management and staff as well as staff at all levels to facilitate the adoption and compliance with OGB’s Safety and Security Policy and Standards
Undertake Security Risk Assessments for any and all emergency responses and humanitarian operations
Undertake implementation and compliance with OGB’s Safety and Security Policy and Standards
Develop and deliver capacity building in safety and security training for staff
Provide safety security management advice, guidance and support to the state project office operations
Provide and Coordinate technical assistance and guidance to state project office operations in implementing action plans based on OGB’s Safety & Security Manager assessments and recommendations
Assess and evaluate country/State security guidelines and make recommendations for improvements using the Standards in OGB Policy and Standards for security management plans, evacuation contingency plans and standard operating procedures
Enforce OGB Nigeria Standard Operating Procedures, and provide recommendations to state Livelihood project Manager for improvement
Promote the concept that safety and security plans and guidelines should be jointly developed by the whole team to create ownership and encourage compliance
Promote the concept that safety and security is an integral element of programme design and operations and should be amongst the first planning considerations
Assist the National Oxfam Security Manager to manage the safety and security for day-to-day operations any and all emergency responses and project operations
Undertake implementation and compliance with OGB’s Safety and Security Policy and Standards
Ensure the physical site security of all office and project locations under the jurisdiction of the project state Office
Oversee the contract management and daily management of guards
Track daily field missions and movements of all staff
Report and assist in managing safety and security incidents
Report on safety and security at weekly meetings, and provide updates and information, verbally and in writing as well as send in weekly security situation report to the Country office.
Assist Oxfam State Livelihoods ProgramCoordinator in organizing the core Crisis Management Team and rehearsing and executing contingency plans.
The post-holder will comply with all relevant OGB policies and procedures with respect to gender, safety and security, code of conduct, equal opportunities and other relevant policies.
Provide Security briefing to all Oxfam staff and visitors to the project state.

Skills
Accuracy and timeliness in all areas of responsibility
High level of accuracy in work, and ability to analyse complex sets of relationships and situations
Holds self and others accountable
Future-orientated, thinks pro-actively
Working effectively with stakeholders to achieve common goals
Excellent communication and interpersonal skills
Builds and maintains effective relationships, with their team, colleagues, members and external partners
Approachable, good listener, easy to talk to
Designing more effective admin systems
Willing to take disciplined risks
Honest, encourages openness and transparency, demonstrates highest levels of integrity.

Administrative & General Skills
Level of Education – Bachelor Degree 4 Years of Prior Experience in a Similar Role
Communication & Interpersonal Skill Level – Excellent
Language Requirements – English – Excellent; Hausa spoken – Good
Level of IT Expertise Required – Good
Experience in procurement and logistics with INGO
Experience in a relatively insecure state based environment
Working Conditions
Ability and willingness to travel to projects and stay in basic conditions when necessary

Qualified Persons should send CV to oxfamgbnigeria@oxfam.org.uk

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