Logistics Coordinator

Country: Türkiye

Organization: Oxfam

Closing date: 1 Jun 2023

OXFAM KEDV in Turkiye

Contract type: National fixed-term 6 months contract with possibility of extension (for Turkish nationality or those who have work permit in Turkiye)

Reporting to: Response Lead.

Staff reporting to this post: Logistics Manager, Procurement Manager, Logistics officers and Matrix management of field logistics staff.

Budget Responsibility: Delegated budget authority for logistics expenditures.

Location: Gaziantep

*This is a Rapid Recruitment - we would undertake shortlisting and interviews as applications come in and may appoint before a closing date.

About Oxfam KEDV

KEDV is an active local NGO in Turkiye operates since 1986 on women empowerment area. KEDV officially became Oxfam's affiliate in 2019 and works actively for emergency response with Oxfam after Kahramanmaraş earthquake.

Shaping a stronger Oxfam KEDV for people living in poverty

Oxfam KEDV Purpose

To work with others to find lasting solutions to poverty and suffering

Team purpose

The Logistics Team for the earthquake humanitarian response is responsible for ensuring efficiency and effectiveness in delivery of Oxfam KEDV’s operations in Gaziantep, Urfa, Maras and Hatay through management of the Oxfam KEDV logistics processes and procedures.

Job purpose

The role of the Logistics Coordinator is to provide guidance and management of Oxfam KEDV’s Supply and Logistics processes and procedures through ways of working, training, and ongoing communication and collaboration with Country Management Team, Programme, and Support staff. This role provides logistics advice and support for Oxfam KEDV’s “One Program” approach including humanitarian, development, and campaign & advocacy. A primary objective of this post is to build capacity and capability through effective mentoring of the logistics staff at all levels of the operation, including communication and training to partner organisations.

Dimensions

Impact of work always affects the department, usually the country programme, and sometimes the organisation.
Initiates and develops procedures and advises within specialised field.
Sets department objectives and standards.
Manages resources within defined boundaries or a specialist area, which may include people, assets, and/or budgets.
Provides professional advice to senior managers on areas of work covered in their remit.
Influences the development of strategy and ensures and supports operational implementation.
Develops solutions to diverse and complex problems within organisational policy.
Interprets and applies operational and specialist information in a variety of formats from a variety of sources.
Has the flexibility to anticipate and resolve challenges within corporate or divisional parameters, with moderate scope.
Impact of this role is significant within the department and division(s), and could have some impact Oxfam KEDV-wide.
Contribute to and influence operational planning.
Influence managers, staff, and volunteers in Oxfam KEDV and develop effective networks with external bodies.

Key Responsibilities

People management and development

Develop the Supply & Logistics staffing plan; Identify skills and knowledge needed, analyse roles and responsibilities, and identify staffing gaps.
Manage Supply & Logistics recruitments in-country including casual labour, in line with Oxfam KEDV Policies and local laws and regulations
Periodically input in the review and revision of Supply & Logistics Job description and role profile.
Manage, develop, and monitor team and individual objectives and work plans.
Apply appropriate leadership style(s) to a given situation.
Analyse the learning and development needs of self and others in Supply & Logistics Team
Support staff in their career development and progression
Manage the process of logistics induction and training of newly recruited staff.

Reporting

Ensure visibility of the Supply & Logistics function and activities, by collating and disseminating Supply & Logistics reports.
Tailor information on supply chain performance and use a range of approaches to influence different management audiences
Use tools/systems, including KPIs, to review and analyse the supply chain and processes periodically to identify key risk and improvement areas
Anticipate and coordinate requirements for institutional donor reporting.

Partnership

Lead on the assessment and monitoring of Supply & Logistics capacity in partner organisations.
Ensure that the design and delivery of supply with implementing partners is collaborative
Coordinate activities and resources with implementing partners in order to achieve common objectives.
Assess and monitor learning and development needs for partner organisations.
Manage, develop, and implement learning interventions for partners.

Project supply planning & review

In collaboration with the project manager, design an appropriate supply structure, in line with Oxfam KEDV standards and procedures:

Throughout the project cycle, provide information for the (re-)planning of supply activities, including in the early stages of new programmes and donor proposals.
Periodically review the effectiveness and quality of the supply process
Maintain a risk register for the supply chain in projects and prepare mitigating actions.
Use supply chain information systems to analyse and select data to prepare management information.

Procurement

Plan, organise and co-ordinate all procurement activities, in line with Oxfam KEDV standards and procedures and donor requirements, including but not limited to establishing a supplier data base and framework agreements.
Develop KPI's for measuring the performance of suppliers, and coordinate improvements to supplier performance.
Provide advice & information to other departments on the commercial requirements of international trade

Project stock management & delivery

Given current and projected programme needs, security requirements and health and safety procedures, assess appropriate warehouse location, and design and setup the layout, staffing structure, and record keeping system.
Supervise, manage and coordinate all warehouse and distribution related activities.
Ensure timely reporting on material usage and stock level status, and coordinate periodic reviews of minimum stock with project managers.

Fleet management

Manage the fleet management function, ensuring that the operation complies with the relevant local regulations governing transport and Oxfam KEDV standards and procedures.
Use fleet management systems to monitor costs and performance and prepare management reports.

Asset & equipment inventory management

Manage and coordinate the planning, management, maintenance, and disposal of assets and inventory, in line with Oxfam KEDV standards and procedures, and donor requirements

Communication and Security:

Manages delegated security related activities.
Leads on security related staff evacuation plans and required hibernation stocks for country program.
Works closely with the security focal point in managing fleet and people movement all the times, ensuring that required communications systems put in place.

Coordination

In collaboration with representatives of the Global Humanitarian Team, shared services support teams and other Oxfam affiliates, continuously look at S&L related areas where affiliates can consolidate their efforts, for example in (but not limited to) supply chain management, people management, shared services (warehouses, generators, fleets, facilities, suppliers, consolidated procurements, etc.)
Coordinate and liaise external stakeholders (logistics cluster, donors, local government, Project Partners, UN Agencies, INGOs) to ensure logistics efficiency.

Skills and competences

5-9 years of extensive experience in logistics related skills as listed above (producing supply plans and managing supplies, including quote & tender process management, team management and support, warehouse, vehicle fleet management, security awareness and communications).
Strong analytical and strategic planning skills.
A proven record of effective management of people and resources, including planning and organisational skills.
Excellent diplomacy, tact and negotiation skills, and good interpersonal and team skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
Experience of management/supervisory responsibilities, including support to development of others (including mentoring/ coaching, and team building experience).
Previous overseas work experience, ideally operational and non – operational programme management context.
Good written and spoken English is essential.
Experience in insecure environments, and knowledge of the principles of security management.
Sympathy with the aims and objectives of Oxfam KEDV.
Commitment to humanitarian principles and action.
Commitment to Oxfam KEDV’s equal opportunity and gender practice.
Demonstrated experience of integrating gender and diversity issues into logistics programmes an advantage.