Regional logistics manager

Job purpose:

To strengthen Oxfam's preparedness and response capacity to humanitarian emergencies in LAC by coordinating logistics components of emergency projects/programmes to meet humanitarian needs, manage the regional emergency stock, and to assess and build logistics capacity of Oxfam and partner staff, in line with regional and organisational objectives.

Dimensions:

· The role sets the design of departmental objectives and standards in a region.
· The role impacts directly on Oxfam effectiveness in the ways strategic goals are implemented.
· The role is highly variable and requires adoptions, developing solutions to diverse and complex problems within organizational policies and procedures.
· The role manages and plans resources in the Regional Centre and matrix manages medium to large Country Logistics team comprising a range of different logistical and procurement management services.
· The role impacts directly on programme quality, functional strategy and supports Operational implementation plans within the Region. Role also interprets, applies and provides operational and specialist information in a variety of formats from a variety of sources
· The role is expected to manage significant external relationships, which has significant influence on the way the department and Oxfam are perceived both internally and externally.
· The role is expected to maximise sharing of lessons learnt between countries within the region and as well to other regions of Oxfam GB.

Key Responsibilities

* Research/develop alternative markets for Emergency Supplies for the Haiti response and the regional emergency stock, developing and managing a register of preferred providers, negotiating contracts and managing relationships with providers.
* Support and advise on the Haiti response over a distance, as required and give inputs into logistics strategy for the Haiti emergency response.
* Lead on developing and implementing a regional logistics strategy.
* Advise countries in LAC on purchasing policies and procedures.
* Oversee, in collaboration with the RRMA regular self-assessments and analysis of Supply & Logistics performance in LAC (OGB) countries
* Give input to global logistics strategy development on basis of regional needs/direction and coordinate the implementation of agreed global policy, strategy and system rollout in the region (including Helios).
* Support the review of country contingency and preparedness planning in coordination with country support functions and regional humanitarian staff.
* Implement Oxfam and partner staff capacity gap assessment in the area of L&S, in coordination with the RHCBA, and give inputs into a capacity development plan.
* Design and implementing capacity development activities at regional/national level for Oxfam and partners staff in collaboration with RHCBA, line management and HR in line with regional and country priorities, including training, on-the-job-training, coaching, mentoring, simulations etc.
* Lead on establishing and driving a regional Logistics group and supporting regional register on Logistics related aspects.
* Manage regional contingency stocks, currently based in Panama and provide relevant reports.
* Establish contacts and networks with key actors at regional level, including participation in the regional Logistics working group/Cluster.
* Undertake research project work to document experience and build up institutional learning on L&S.
* Assess the option to create an integrated supply & logistics support network for OI humanitarian programme in LAC with OI affiliates forming part of the humanitarian consortium
* Advise and feed into relevant proposals and reports and promote best practice throughout the region.

During new emergencies activities related to response will take a priority over longer-term, strategic activities and the post holder will undertake a series of assignments for up to 6 weeks duration, for which specific Terms of Reference will be negotiated and agreed with relevant parties, prior to deployment and/ or revised in the early stages of the deployment. This may include:

* Participating in assessments during first phase emergencies in the region and feeding into proposals/ reports with recommendations for Oxfam's response respectively.
* Being responsible for the logistics management/coordination of L&S teams and processes. Specifically, this will involve the design of Procurement and Logistical Plans together with Programme teams and their operational implementation through proper management of Supply Chains up to final delivery to programme teams. As well, warehousing, inventory and distribution management where applicable. Finally, delivery of appropriate and reliable support services, as needed, i.e. communication, transportation, office set-up and infrastructures.
* Manage shipments of emergency stock from Panama warehouse during emergencies.
* Ensuring compatibility to applicable Oxfam quality standards and adherence to any specific contractual (donor) requirements or general Oxfam GB procedures and policies in relation to all L&S processes.
* Actively contributing and ensuring technical support to the field teams in all L&S matters, with specific attention to building the capacity of Oxfam staff and/or partners during emergency response through coaching, shadowing, one-on-one on the job training etc.
* Recruitment and management of local logistics staff, as necessary.
* Ensuring an End of Deployment report to be shared with in-country manager and RHM, including recommendations regarding in-country and possible actions regarding ongoing capacity building of remaining teams/partners.
* Representing Oxfam to and coordinating with relevant government officials, UN agencies, other NGO staff and Oxfam International, as appropriate at project/programme level including at the Logistics Cluster.

Skills and Competence

1. Qualifications and / or extensive experience in all L&S related processes, i.e. Supply Chain Management (including procurement, warehousing and distribution) as well as fleet, inventory, communication equipment and property management while managing and working with complex and varied teams. (E)
2. Ample field experience in emergency and post-emergency L&S coordination and/or management in 3 different countries, preferably with non-governmental organisations, and good understanding of relevant humanitarian issues. (E)
3. High level of commercial awareness and detailed understanding of purchasing / supply practice at a strategic and operational level as well as knowledge of community based programmes. (E)
4. Proven experience in emergency assessments and good -, planning and report writing skills. (E)
5. Theoretical knowledge and proven practical experience in capacity building issues, including capacity gap assessments, designing and implementing capacity building activities. (E)
6. Sound knowledge and ability to apply NGO/Red Cross Code of Conduct, the People in Aid Code, SPHERE, Oxfam International procedures and other regulatory codes. (E)
7. Proven analytical and strategic skills. (E)
8. Honesty and capability to identify and deal with sensitive issues both externally and internally, including sensitivity to cultural differences, demonstrable understanding and experience of gender equity issues and their relevance to humanitarian response work, and the ability to work in a wide variety of cultural contexts. (E)
9. Excellent teamwork skills and the ability to build good relations both internally and externally and over a distance. High level of self-awareness and good communication skills.(E)
10. Well-developed computer / system experience. (E)
11. Knowledge and understanding of monitoring and evaluation. (D)
12. Ability to take the initiative and make decisions with limited support in fast moving environments. (E)
13. Willingness to travel at short notice, often in difficult circumstances and availability to work for up to 6 weeks in any one location. (E)
14. Good written and spoken English, and Spanish or French (E) with the other one desirable (D)
15. Previous experience with Oxfam GB. (D)
16. Previous experience in the LAC region. (D)