Oxfam is a global community who believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s right activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of international confederation of 19 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. 

Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter-Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse, and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

OUR WORK IN ETHIOPIA

Since the early 1970s, we have been working to address the underlying causes of poverty and marginalization by focusing on developing sustainable livelihoods, providing water and sanitation, agriculture, climate research, gender, and humanitarian issues.

Our team

The Logistics Team is accountable for ensuring that all operational procedures of Administration and Logistics are adhered to and implemented in a manner that is compliant with Oxfam policies, standards, and procedures.

• In particular, the team provides professional, business-focused service on logistics, delivering proactive and solutions-based approaches for resolving issues. The team will also ensure that the operational business requirements are effectively managed to deliver organisational results and support the achievement of programme outcomes.

Job purposes

The procurement Officer is to work as part of the logistics team, leads the procurements in Addis, and serves as the focal point for other field offices in the Ethiopia program in the delivery of efficient cost-effective, and quality procurement services. Support programmes in the management of all responsibilities related to procurement, purchasing, and customs clearing, notably developing and maintaining relationships with suppliers to achieve the best service, ensure Oxfam procurement is ethical, transparent, and achieves value for money, and ensure timely processing of orders and payment of suppliers.

Key responsibilities

Vendor relationship management

• Identify opportunities for new and integrated supply agreements
• Participates in the selection of suppliers based on criteria.
• Conducts a comparative analysis on supplier prices.
• Carrying out market assessment to identify potential vendors through a supplier mapping exercise which will provide adequate supply chain efficiency to Oxfam offices
• Take lead to ensure a wider Framework Agreement (FA) process for all category utilised by Oxfam’s projects and sign a FA and Service Level Agreement (SLA) with identified and successful vendors.
• Reviews and evaluates the performance of the suppliers
• Establishes and manages vendor database.
• Ensure that all Oxfam contractual matters including contracts and framework agreements for goods, services, works, and consultancy are up-date, and well maintained.
• Development of Key Performance Indicators (KPI) for new and existing suppliers and monitoring of these
• Maintain and retain monthly contracts and procurement trackers to identify KPI on output
• Gain economic savings and increased service levels from suppliers
• Provide excellent customer service and ensuring that a professional manner is maintained with customers at all times

Procurement

• Ensures all programmes and operations develop procurement plans
• Reviews procurement plans and all specifications
• Ensure creating and maintaining materials lists in the supply plan (SP) per project activity.
• Review the supply plan for relevant project activity(s) and inform the Logistics Manager or senior procurement and logistics officer for Supply technical validation.
• Ensures all programmes and operations develop specifications for requirements.
• Decides, based on Oxfam procurement policy, the most appropriate method of acquisition, from formal procurement to shopping.
• Responsible for assessing market conditions and possibilities available for procurement and deciding which Procurement method is the most appropriate and required for each Procurement Schedule instance.
• Responsible for creating and sending Invitation to Tender (ITT) documents, also for receiving and review for completeness and eligibility the Tender Bids got from suppliers, completing Bids details of valid tenders, and creating and completing corresponding Comparative Bib Analysis (CBA).
• Ensures that the Invitation to Tender (ITT) and Request for quotations (RFQ) are performed as per the procedures, timely delivery of supply needs meeting project requirements, and to optimize cost efficiency in the use of resources in the most transparent and accountable way
• Develops call for proposal, call for acquisition, issue RFQ and Purchase orders.
• Manages procurement / tender administration process, including call for proposals, receipt of proposals, evaluation of proposals, award of tender, negotiation of the contract, delivery of goods
• Supervise all procurement filing and document management within the logistics department and ensure it is done in a systematic, coherent and transparent way so as to meet Oxfam/ donor’s needs, obligations and requirements.
• Keep ITT documents, Bids/tenders, and signed CBA supporting audit trail.
• Perform regular checks on the progress made on all item lines included in Procurement Schedules (PS)
• Monitor internal procurement systems and processes and ensure that compliance is achieved across the organization.
• Ensure that Oxfam procurement procedures are followed and that authorization levels are respected.
• Provide staff with training on Oxfam’s procurement systems and processes to a knowledge level relevant to their position

Order processing

• Processes the necessary clearance documents
• Closely liaising with the clearing agents
• Carries out all necessary procurement activities.
• Ensure Procurement Scheduling and item grouping is done in accordance with the procedures, so that Procurement Schedules (PS) are directed to ensure timely delivery to meet project needs and to optimize the use of resources in the most transparent way.
• Ensures the proper processing of assigned customer orders.
• Verifies quantification of orders.
• Verifies that the required order is within the agreed budget
• Coordinates the Sales and Dispatch officers when processing the orders
• Submits final invoices to the Finance and Accounts Department.

 Others as part of the Logistics Unit

• Assist Logistics Manager/senior procurement and logistics officer in reviewing and revising /developing procurement and supply policies and procedures.
• Ensure that monthly logistics reports are compiled and reviewed and submitted to country office in a timely manner.
• Serve as a focal point for all Oxfam partners Logistics and procurement issues such as partner assessment and technical support to partners.
• Perform such other duties as assigned by the Logistics Manager/senior procurement and logistics officer.

 Other

• Required to adhere to Oxfam’s principles and values as well as the promotion of gender justice and women’s rights
• Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles

Essential:

• Bachelor (BA) or Degree in Logistics, Operations, or any other areas from a recognised university/college can add value to the post.
• Relevant logistic experience of 3-5 years (including, Logistics and Supplies management) for BA holders or 5-7 years for Diploma holders, preferably in an international NGO like Oxfam.
• Good knowledge and experience of procurement and purchasing
• Able to work with little supervision and use initiative to a good degree
• Good interpersonal and team working skills
• Experience and training in procurement management
• Understanding and application of concepts of transparency, ethical procurement, and value for money
• The technical skill of product specification
• Data management and reporting skills
• Computer knowledge, MS word, and excel
• Sympathy with the aims and objectives of Oxfam
• Commitment to humanitarian principles and action
• Commitment to Oxfam’s equal opportunity and gender policies. Demonstrated experience of integrating gender and diversity issues into logistics programmes

Core details

Salary:

As per the Oxfam benefit package

Internal Grade:

D2, National

Job Family:

Property & Logistics

Contract type:

Fixed-Term contract for one year with possibility of extension

Hours of work:

37.5 hours per week. This is a full-time role; however, Oxfam offers various flexible arrangements which candidates can discuss with the Recruiting Manager at the interview stage

This role reports to:

Country Logistics Manager

Staff reporting to this post:

None

The annual budget for the post:

N/A

Key relationships/interactions:

Internal and External stakeholders

Screening checks:

All successful candidates will be screened through Refinitiv World-Check One to comply with counter-terrorism and financial sanctions regulations.

References:

Should you be successful and not already employed by Oxfam GB, we will require minimum of one reference covering three years of employment history.

Desirable

• Knowledge of the field of international development and human rights
• Oxfam previous experience
• Knowledge of institutional donor requirements, specifically SIDA, ECHO, OFDA, and other EU funding mechanisms, DFID, UN partners Experience in auditing.

Key Attributes

• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work
• Commitment to undertake Oxfam’s safeguarding training and adherence to relevant policies to ensure all people who come into contact with Oxfam are as safe as possible

Organisational Values:

• Accountability – Our purpose-driven, results-focused approach means we take responsibility for our actions and hold ourselves accountable. We believe that others should also be held accountable for their actions.
• Empowerment – Our approach means that everyone involved with Oxfam, from our staff and supporters to people living in poverty, should feel they can make change happen.
• Inclusiveness – We are open to everyone and embrace diversity. We believe everyone has a contribution to make, regardless of visible and invisible differences.

Oxfam Behaviour Competencies and Commitments:

• Decisiveness – We are comfortable making transparent decisions and adapting decision making modes to the context and needs.
• Humility – We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization.
• Relationship Building – We understand the importance of building relationships, within and outside the organization. We have the ability to engage with traditional and non-traditional stakeholders in ways that lead to increased impact for the organization.
• Mutual Accountability – We can explain our decisions and how we have taken them based on our organizational values.  We are ready to be held to account for what we do and how we behave, as we are also holding others to account consistently.
• 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.
• Systems Thinking – We view problems as parts of an overall system and in their 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 well-unintended consequences of organizational decisions and actions.
• Strategic Thinking and Judgment – We use judgment, weighing risk against the imperative to act. We make decisions consistent with organizational strategies and values.
• Vision Setting – We have the ability to identify and lead visionary initiatives that are beneficial for our organization and we set high-level direction through a visioning process that engages the organization and diverse external stakeholders.
• 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 behaviors to control and channel our impulses for good purposes.