Supply chain and Logistics Assistant

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ABOUT OXFAM

Oxfam is a global community that believes poverty isn't inevitable. It's an injustice that can be overcome. We are shop volunteers, women's rights 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 the international confederation Oxfam.

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OUR VALUES AND COMMITMENT TO SAFEGUARDING

Oxfam is committed to preventing any type of unwanted behavior 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 organization.

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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.

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TEAM PURPOSE

The Supply Chain Team is accountable for ensuring that all operational procedures related to Procurement, Warehouse, and Fleet management are implemented in compliance with Oxfam policies, standards, donor regulations, and local government requirements.

The team provides professional, business-focused supply chain services, delivering proactive, solution-based approaches to operational challenges. It ensures that operational needs are effectively managed to support programme delivery and contribute to achieving organisational objectives.

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JOB PURPOSE

The Supply Chain & Logistics Assistant is responsible for supporting the effective implementation of procurement activities across the programme, ensuring full compliance with Oxfam policies and procedures.

The role ensures proper coordination between Procurement, Warehouse, and Fleet functions while maintaining clear segregation of duties. The post holder works collaboratively with programme, finance, warehouse, and fleet teams to ensure efficient, transparent, and accountable supply chain management.

Post Holder Reports To: Supply Chain and Logistics Coordinator

Jobs Reporting To This Post: No

Budget Responsibility: No

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KEY RESPONSIBILITIES

1. Procurement Management (Primary Responsibility)

• Support the end-to-end procurement process from planning to Purchase Order (PO) issuance.
• Review Request Orders (ROs) to ensure completeness, correct specifications, budget availability, and required approvals.
• Ensure appropriate procurement methods are applied in accordance with Oxfam procurement thresholds and procedures.
• Prepare and issue Requests for Quotation (RFQ), Invitations to Tender (ITT) as required.
• Coordinate bid opening and support technical and financial evaluation processes.
• Prepare bid analysis summaries and ensure proper documentation for approval.
• Issue Purchase Orders and contracts after approval.
• Ensure procurement files are complete, accurate, and audit ready.
• Maintain and regularly update the Procurement Tracking Sheet.
• Ensure segregation of duties is maintained between Procurement, Warehouse, and Finance functions.

2. Supplier Relationship Management

• Develop and maintain a reliable supplier database.
• Conduct supplier due diligence and ensure proper vendor registration.
• Monitor supplier performance and maintain supplier performance records.
• Address supplier issues in coordination with the line manager.
• Support market assessments and price analysis to ensure value for money.
• Ensure ethical procurement practices and adherence to Oxfam's code of conduct.

3. Contract Management

• Support preparation and review of contracts for goods and services.
• Ensure all signed contracts are formally registered in the Contract Management System/Tool immediately after signature.
• Monitor and follow up on contract implementation to ensure compliance with agreed terms and conditions.
• Track contract duration, key milestones, and expiry dates, and initiate timely renewal, amendment, or close-out processes as required.
• Maintain complete and up-to-date contract documentation to ensure audit readiness and compliance with Oxfam, donor, and government requirements.
• Ensure proper documentation and filing of all signed agreements.

4. Compliance and Risk Management

• Ensure all procurement activities comply with: Oxfam policies and procedures, Donor regulations, Government laws and regulations.
• Promote transparency, accountability, and value for money.
• Maintain complete and auditable procurement documentation.
• Support internal and external audit processes when required.
• Ensure all procurement documents are properly filed and archived in the organization's official document management/archiving system, in line with Oxfam policies and audit requirements.
• Maintain complete, accurate, and up-to-date procurement files (both hard and soft copies) to ensure transparency, traceability, and audit readiness.

5. Warehouse Coordination (Segregation of Duties Maintained)

• Closely coordinate with Warehouse staff regarding expected deliveries.
• Notify warehouse in advance of incoming goods to facilitate Goods Receipt Note (GRN) preparation.
• Ensure copies of Purchase Orders and delivery documents are shared with Warehouse.
• Follow up on GRN issuance and ensure documentation is attached to procurement files.
• Ensure procurement staff do not perform warehouse receiving functions, maintaining segregation of duties.

6. Fleet Coordination (Segregation of Duties Maintained)

• Coordinate with the Fleet team for transport planning of procured goods where required.
• Ensure transport requests are properly raised and approved.
• Support logistics planning for dispatch of goods to field locations.
• Maintain clear separation between procurement and fleet operational control.

7. Payment Facilitation and Finance Coordination

• Ensure all supporting documents (PO, Contract, GRN, Invoice, Delivery Note, Bid Analysis, etc.) are complete before payment processing.
• Facilitate timely submission of complete payment documents to Finance.
• Follow up with Finance and suppliers to ensure timely payments.
• Maintain proper tracking of pending payments.

8. Coordination and Communication

• Work closely with Requesters to ensure clear and complete specifications.
• Coordinate with Technical Teams during specification development and evaluation processes.
• Collaborate with Finance to ensure budget alignment and compliance.
• Maintain effective communication with suppliers throughout the procurement cycle.
• Participate in team meetings and contribute to continuous improvement of supply chain systems.

9. Field Support

• Provide supply chain support to field teams through remote support or field visits when required.
• Support capacity building of programme staff on procurement procedures and compliance requirements.

10. Additional Responsibilities

• Carry out any other duties as assigned by the Line Manager.
• Contribute to team objectives and support cross-functional collaboration.
• Uphold Oxfam's safeguarding, gender equality, and diversity principles in all operations.

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PERSON SPECIFICATION

Most importantly, every individual at Oxfam GB needs to be able to:

Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, SOLIDARITY, COURAGE, AND EQUALITY

Our Values

• Equality: We believe everyone has the right to be treated fairly and to have the same rights and opportunities.
• Empowerment: We acknowledge and seek to expand people's agency over their lives and the decisions that impact them.
• Solidarity: We join hands, support, and collaborate across boundaries in working towards a just and sustainable world.
• Inclusiveness: We embrace diversity and difference and value the perspectives and contributions of all people and communities in their fight against poverty and injustice.
• Accountability: We take responsibility for our actions and inaction and hold ourselves accountable to the people we work with and for.
• Courage: We speak truth to power and act with conviction on the justice of our causes.

Ensure you commit to our THREE ORGANISATIONAL ATTRIBUTES:

1. Be committed to equal opportunities: demonstrating sensitivity to culture differences and gender equality.
2. Be willing to learn and apply gender mainstreaming, women's rights, and diversity and inclusion across all aspects of your work.
3. Be committed to undertaking Oxfam's safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

Ensure you actively ADOPT OXFAM'S FEMINIST LEADERSHIP APPROACH and applying the principles and twelve practices in your work. Read more about this here:

For this role, we have selected two of the most relevant Feminist Leadership practices for this role (which you can read more about here).

1. Self-Awareness
2. Mutual Accountability
3. Strategic Thinking and Judgment

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SKILLS, EXPERIENCE, KNOWLEDGE & COMPETENCIES

Essential

• Bachelor's degree in Supply Chain Management.
• Minimum 1–2-year relevant experience in Supply Chain/Procurement, in an INGO environment.
• Good understanding of procurement processes and donor compliance requirements.
• Experience using supply chain management systems/software.
• Strong data management and reporting skills.
• Proficiency in Microsoft Office (Word, Excel).
• Ability to work independently with minimal supervision.
• Strong interpersonal and communication skills.
• High level of integrity and commitment to accountability.
• Ability to adapt to changing priorities and work under pressure.
• Commitment to humanitarian principles.
• Commitment to Oxfam's values, gender equality, diversity, and inclusion.
• Good command of written and spoken English.
• Ability to prepare clear reports, procurement documentation, and official correspondence in English.

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How to Apply

Interested candidates apply using the links:

External link: https://jobs.oxfam.org.uk/jobs/vacancy/24407/description

Internal Link: https://jobs.oxfam.org.uk/internal/vacancy/24407/description

Skills (mandatory): Communication, Asset tracking and maintenance

Skills (desired): Asset tracking and maintenance, Customer Relationship

Benefits: Loan, Medical Allowance

Languages: English

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