Current Job Recruitment at Oxfam

• Post holder reports to: Logistics Manager
• Staff reporting to this post: Two or more staff

• To play a leading role in support to the procurement within the country office and partners alike in meeting internal and external procurement and supply value chain for effective and efficient programme delivery, coordinating Oxfam’s programme activities relating to Supply and Logistics in Maiduguri.
• ‘Supply and Logistics’ refers to a broad set of operational and support activities related to requirements planning, procurement and delivery of materials and services, management of fleet and transport.

• Overall management and implementation of logistics / supply policy ensuring that authority and procedures are adhered to and followed, to promote and integrate their best practice into the Country programmes.
• Monitor actions agreed by management in their monthly, quarterly management reports and flag exceptional issues arising from this analysis with country and line management.
• To ensure the development and maintenance of a database of appropriate suppliers, equipment and specifications able to supply Oxfam programmes and to share and promote this information with staff, partners and other technical staff by reviewing the quality and accuracy of asset and stock verifications.
• In conjunction with the Logistics Manager develop capacity building, succession plans and related staff development activities.
• To carry an appropriate risk assessment aim to strengthens the compliance and plan to overcome weaknesses of country logistics operations
• Support humanitarian staff to monitor and comply with the restricted funding from day to day appropriate use of checklist that monitors programme, finance and logistics requirements.
• Develop procurement plan, monitor implementation and update regularly.
• Develop and agree priorities for assuring quality and respecting donor requirements.
• Review & sample contract project documentation to ensure that key documentation such as proposals, contracts, amendments, reports, budgets, spend reports and other grant management documentation is complete, accurate and in line with Oxfam’s standard.

• Highest level of personal integrity and accountability
• Master’s Degree in Procurement, Logistics, Business Management or its equivalent.
• At least three years’ experience in procurement/logistics and working with institutional donors environments.
• At least two years working in a supervisory position.
• Strong understanding of best practice on logistics, financial systems, policies, and procedures.
• An understanding and experience of auditing techniques and tools.
• Good grasp of institutional donor requirements.
• Proven experience of managing funds from institutional donors such as GFO, ECHO, OFDA, DFID, SIDA.
• Experience of capacity building in relation to procurement/logistics development and administration as well as coaching and mentoring skills.
• Strong project management and presentation skills.
• Experience and ability to contribute to cross-departmental projects.
• Proven knowledge and experience of computerised contract and logistics systems as well as advanced Excel skills.
• Demonstrable experience with tender and consortium bid budget development and financial management.
• Ability to delegate, coach and develop staff.
• Ability to manage competing priorities and produce consistent high-level outputs.
• Good analytical, reporting and financial skills.
• Excellent communication & interpersonal skills.
• Ability to identify, prioritise and recommend actions to mitigate risk.

• Knowledge of West African local laws related to finance.
• Proven skills in motivating multi-cultural and multi sectoral teams.
• Awareness of gender equity principles, commitment and interest in developing these within Oxfam.

Interested and qualified candidates should send their application letter and Curriculum Vitae as one attachment in English to: vacancies-nigeria@oxfam.org with the position title as the subject of your email.  

• To provide critical financial and management support all NE Humanitarian field bases and provide skill and experience to help develop the capacity of financial staff.
• To establish, implement and monitor all program financial management of the Humanitarian Response in the North-East Nigeria.
• Identifying risk and providing mitigation actions and follow up to ensure risk reduction or elimination

• Lead and provide support to the Business Support Manager and Humanitarian Program Coordinator in on risk management, systems and compliance.
• Liaise with the Funding teams on donor proposals, preparation of donor reports and budget revisions (when necessary).
• Ensure that effective systems and processes are put in place, and regularly reviewed, to allow adequate financial management, control and donor contract management
• Responsible for the preparation of budgets, and monthly reviews actuals v budget variances, analyzes trends, identifies areas of concern and risk, follows up on all budget variance queries with the budget holders, and provides financial management advice on resource utilization and underlying budget forecasts to senior managers / budget holders.
• Review and develop Finance guidelines and procedures to maintain a well-controlled environment; ensures documentation of procedures.
• Work closely with and supports staff to ensure that Oxfam’s accounting and financial policies, procedures and standards are understood; ensures effective and efficient implementation of the finance policies and procedures

• Proactively monitor and assess the quality of existing financial controls across the country of operation and introduces new controls / measures, as appropriate, to minimize the risk of fraud and theft.
• Ensure appropriate and secure record keeping for financial transactions in line with donor, Oxfam and statutory requirements as well as compliance to donor contract conditions including timely submission of donor reports.
• Monitor the implementation and application of the financial controls and compliance with all legal and statutory reporting requirements in Nigeria, identifies solutions to problems and ensures that they are implemented in timely, effective and efficient manner.
• Ensures that recommendations of audits, concerning the finance function, are implemented in a timely, effective and efficient manner, and reports progress on the implementation of recommendations periodically.

• Develop a comprehensive knowledge of program and management processes in the finance office.
• Support and guide the Program Management Team in financial management linked to program work.
• Participate and contribute to strategic planning processes, ensuring financial management and risk implications are considered in all processes.

• Lead on and support program in assessments and building financial management capacity of staff and partners (where applicable)
• Works with program staff to develop their capacity to manage and monitor budgets so that they understand their financial Management responsibilities.
• Carry out training and briefing of all staff on agreed procedures, internal controls and donor compliance requirements on a continuous basis.
• Supports Fraud awareness trainings and messaging in the Humanitarian Response

• Bachelors/Master’s degree in Finance, Accounting or related field.
• Sound knowledge and understanding of institutional donors and previous experience in producing high quality donor reports.
• Effective verbal and written English communication skills, including high-level interpersonal and representational capabilities
• Good interpersonal and team skills and proven ability to be flexible in demanding situations.
• At least three years’ experience in finance and grant management with in the humanitarian sector and preferably with experience in a large scale emergency and / or complex organisation.
• Ability to influence and support colleagues in appreciating the importance of financial standards, procedures and controls.
• High level of computer literacy, excellent working knowledge of excel databases.
• Ability to prioritise own workload, work independently, be pro-active and innovative, and work to deadlines.
• Good capacity building skills including coaching
• Willingness to travel and work in difficult circumstances.
• An understanding of gender and diversity considerations within key areas of responsibility and commitment to addressing inequalities in the workplace and the program

• Proven influencing and negotiating skills with internal and external audiences including in complex and stressful circumstances.
• Sensitivity to cultural differences and the ability to work with a diverse set of staff at different levels within the organization
• Ability to advice and support in a consultative manner.
• Excellent communication and interpersonal skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
• Demonstrated ability to work independently with ability to work in a systematic and organized manner with good attention to accuracy and details.
• Ability to maintain discretion and confidentiality of privileged and sensitive information.
• A sound understanding of the importance of gender.
• Strong report writing, analytical skills with good usage of computers and office software packages (Ms. Word, Excel, etc.)
• Willingness to travel at short notice, and often in difficult circumstances.

• To establish, implement and monitor all financial aspects of the Maiduguri programme, including the management of financial risks. To ensure that financial procedures are established, adhered to, and non-compliance challenged.
• To provide financial information and monitoring to programme staff.
• To work closely with the Country Finance Teams to provide quality financial information, process payments and maintain comprehensive accounting records. To establish financial systems in the Maiduguri Office and capacity build finance staff.

• To ensure that financial procedures are adhered to, and noncompliance identified and challenged.
• To ensure effective financial management and accountability in relation to the Response Program and provide financial information and monitoring to programme staff.
• Ensure effective, timely and accurate functioning and monitoring of the complete financial systems (Pastel), including maintaining the completeness and integrity of data within the system, generating necessary reports and authorising monthly data compilation in the Pastel.
• To work closely with the Country Finance Teams to provide quality financial information, process payments and maintain comprehensive accounting records including necessary cost allocation.
• Responsible for implement the established financial systems and improved (as applicable) in the Maiduguri Office, supervisor and capacity build finance officers and take a lead on assessment and matrix management of finance functions in the response sub offices.
• Responsible for cash management across the programme, ensuring the application of Oxfam’s financial policies and procedures, in collaboration with the Country Finance team. Liaise with the bankers and other government departments on financial issues as required.
• To ensure effective interface with Human Resource and Logistics on various elements of financial systems and processes related to the response work.

• Responsible for risk management through implementation of Oxfam’s relevant organisational standards (Fraud & Loss prevention), internal controls and compliance with legal obligations and compliance with local law in finance and related areas.
• Ensure that all donor financial reporting requirements are complied with and that donor financial reports are accurate and submitted in a timely manner.

• Develop a comprehensive knowledge of programmes and management processes in the finance office;
• Support and guide the Programme Management Team in financial management linked to programme work;
• Participate and contribute to strategic planning processes, ensuring financial management and risk implications are considered in all processes;
• Lead on and support programme in assessments and building financial management capacity of staff and partners (where applicable)

• To be involved in the preparation of role profiles for sub-office finance staff;
• Responsible for the effective performance management of finance staff reporting to the position, ensuring assessment, development and performance management against objectives and organizationally agreed competencies;
• Accountable for implementing Oxfam’s people management policies, procedures and standards;
• Manage and supervise the staff directly reporting to the position and ensure that any training needs are identified and met;
• Support a climate of continuous professional improvement in finance.

• Bachelor’s/Master’s Degree in Finance, Accounting or related field;
• Professionally qualified finance manager or coordinator, preferably with experience in a large emergency and / or complex organization, and the ability to influence and support colleagues in appreciating the importance of financial standards, procedures and controls
• Experience in finance and grant management, ideally with at least two years working in a supervisory position
• Sound understanding of institutional donors and previous experience in producing high quality donor reports;
• Effective verbal and written English communication skills, including high-level interpersonal and representational capabilities;
• A strong commitment to Oxfam’s purpose, a broad understanding of the work culture in the “development” sector and its impact on key areas of responsibility and a commitment to humanitarian principles and action;
• An understanding of gender and diversity considerations within key areas of responsibility and commitment to addressing inequalities in the workplace and the program.

• Proven influencing and negotiating skills with internal and external audiences including in complex and stressful circumstances.
• Ability to advice and support in a consultative manner.
• Excellent communication and interpersonal skills, together with the capacity to remain calm under pressure and not lose sight of strategic priorities.
• Demonstrated ability to work independently with ability to work in a systematic and organized manner with good attention to accuracy and details.
• Ability to maintain discretion and confidentiality of privileged and sensitive information.
• A sound understanding of the importance of gender.
• Sensitivity to cultural differences and the ability to work with a diverse set of staff at different levels within the organisation
• Strong report writing, analytical skills with good usage of computers and office software packages (Ms. Word, Excel, etc.)
• Willingness to travel at short notice, and often in difficult circumstances.

• Oxfam Novib is committed to providing you with a competitive, fair, and comprehensive pay and benefits package that is justifiable to our donors.
• The salary range for this position is set in scale 9 with a salary range between EU 2962, – to EU 4557, –

• The Supply and Logistics Officer provides technical support in procurement, fleet management, warehousing and property management to the country office.
• Key deliverables for this position include general administration of logistics processes in terms of warehousing, fleet management, documentation and reporting of all procurement processes.
• The Officer will be exemplary in commitment to Oxfam Novib core values, upholding principles and policies.

• Support identification, evaluation and development of project supply plans and annual
• procurement plans.
• Coordination and administration of the operational, financial, administrative, and technical operations of the function; serves as a resource to Damboa office regarding supply chain and logistics processes, procedures, systems and policies.
• Procure and ensure the continuous availability of needs for the smooth running of the Damboa office, programme and at times field offices; supports the overall team in achieving an on time and within budget delivery of requests without compromising quality and policy objectives.
• Source or support in sourcing of goods and services, focusing on optimising cost, quality and service delivery via efficient procurement planning and scheduling, inventory minimisation and customer order fulfilment requirements.
• Support vendor selection processes and select top quality 3rd parties and partners based on predetermined criteria and set Oxfam standards.
• Ensure that there is an approved requisition for all purchases with valid project/fund numbers dully filled out before any purchase is made; ensures assignment of unique Requisition number to each requisition and ensures proper registration into requisition tracking sheet.
• Study approved requisitions and raises any unclear issues with regards to specifications, delivery times with the respective requesting officers & partners.
• Solicit for enough quotations according to Oxfam policies from reputable vendors using acceptable competitive bidding procedures. All requests for bids must be in writing and documented on file and on soft copy.
• Compile a detailed Bid Analysis and submit to the Supply & Logistics Manager for review and approval.
• Prepares Purchase Orders (PO) for the successful bidder following approval of the bid analysis and makes sure that contracts, when needed, are properly signed and filed.
• Ensure that PO’s and contracts are secured before purchases are actually made. Maintains close communication with the vendor/supplier to ensure prompt delivery and keep requesting officer informed on progress of procurement.
• Ensure complete procurement documentations following receipt of goods and receipt of invoice with TIN (Tax Indentification Number) of the supplier(s).
• Implement and document Oxfam standard procedures and practices of purchasing, and promote accountability of resources.

• Ensure that all goods are packed safely and segregated according to their nature based on Oxfam standards
• Manage stock data and tracking systems in accordance with Oxfam standard procedures
• Ensure receipt of goods is in good order as described on the purchase order and requisition ensuring relevant technical advice for receiving goods of specific technical nature
• Organise the loading /unloading of store goods when dispatching
• Carries out regular stock reconciliation and report any discrepancies to the line manager
• Ensure all health, safety and security precautions by all people involved in the store
• Ensure the timely maintenance of the warehouse and all equipment related to safe storekeeping
• Ensure store management policies and procedures are implemented in all programme locations including emergency response offices set up temporarily; ensure that there is no unauthorised access to store and the store area is smoke free
• Produce stock/warehouse management reports on a monthly basis or when required
• Update inventory database sequentially, number of units, serial no., description of property, project no. /voucher no., date acquired, purchase cost, condition, location, user, expected disposal date if applicable.
• Year End Inventory Verification o Conducts annual physical count of property and maintain update file copy.
• Documents discrepancies from the previous inventory such as vehicle accident, damage, condition, location transfer etc.

• Supervise drivers maintaining the vehicle fleet and coordinating vehicle allocation for staffs, partners and visitors.
• Supervise the work of the drivers to ensure proper vehicle allocations, tracking of vehicle related costs inclusive of monitoring maintenance/repair/service schedules and fuel.
• Ensure proper vehicle allocation.
• Maintain accurate and update vehicle files and ensure that mileage log sheets, vehicle repair records, service and related costs documentation are prepared using Terramar networks and used as required.
• Ensure monthly fuel usage reports for all vehicles are prepared and maintains proper file records.
• Ensure monthly spares usage and vehicle service reports.
• Ensure that vehicles are checked for road worthiness before any assignments
• Ensure that all vehicles insurance are renewed and up to date
• Provide advice and support on vehicle repair and management
• Establish regular service schedule and ensure proper maintenance is carried out by liaising with vehicle garage or maintenance staff.

• Prepare and register all fixed and non-fixed assets and equipment’s in the registers according to Oxfam procedures.
• Conduct periodical and annual inventory counting and reports to the line manager according to Oxfam procedures.
• Keep track of all asset and equipment movements and updates assets and equipment registers
• Support assets management, replacement and disposal; ensures timely and accurate asset disposal with proper documentation and entries in the registers.
• Prepare schedules to track lease expiry dates and rent payments and submit them from approval on agreed periodic basis.

• Facilitate hotel and guesthouse bookings for Oxfam staff and visitors, follow-up the presentation of monthly bills and ensure that approved payment request is submitted in a timely manner.
• Monitor the usage of utilities to ensure cost effectiveness and efficiency.
• Monitor the usage of fuel for generator and ensure maintenance of generator takes place periodically

• First Degree or equivalent in Supply Chain, Logistics Management, Business Administration, Accounting, Finance or any other relevant discipline of study.
• Minimum of 2 years “hands-on” working experience in logistics management with an international NGO including 1 years at supervisory level.
• Proven experience of establishing and implementing logistics/procurement systems, warehouse and fleet management.
• Good understanding of working with donor requirements and prior experience of monitoring/managing budgets.
• Excellent organizational, problem-solving and negotiation skills. The ability to remain calm whilst deal with conflicting priorities/work under pressure is essential.
• Excellent communication skills (oral and written) and report writing skills
• Strong analytical skills and experience using a computerised information management system (Ms. Word, Excel, Accounting/ Procurement software etc.)
• Critical focus on providing a superior service level to managers and colleagues and delivering
• agreed results within time and budget constraints and to expected standards.
• Ability to represent Oxfam in a professional and competent manner with external individuals
• and organisations.
• A high level of self-awareness, personal energy, stamina and flexibility. Ability to work
• creatively, effectively and under own initiative.
• Commitment to Oxfam’s overall aims and policies and experience of promoting women’s rights
• and the interests of marginalized people in all aspects of Oxfam’s work.
• Knowledge or appreciation of Nigeria in terms of its political, economic and social trends plus
• a good understanding of the key development and humanitarian issues in the region.
• Desirable
• Knowledge of Oxfam policies, procedure and systems.
• Professional accreditation certification in supply chain management, warehousing, fleet management, logistics or facilities management.

• We have the ability to engage with diverse stakeholders in a way that leads to increased impact for the organisation We spot opportunities to influence effectively and where there are no opportunities we have the ability to create them in a respectful and impactful manner.

• We understand the importance of building relationship, within and outside the organization. We have the ability to engage with traditional and nontraditional stakeholders in ways that lead to increased impact for the organisation.

• 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.

• 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.

• We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear, and consider different preferences.

• To provide efficient, timely and cost effective administrative support to the North East Humanitarian Programme.

• Overall management of office and administration function to ensure that it adheres to Oxfam policies, procedures and delivers timely and cost effective services.

• Maintain and manage the development of improvements to the department’s services, procedures and systems line management or supervision of level D/E/F employees and casual workers
• Draws from a variety of information sources to inform individual and group decisions
• Solving problems of a varied nature and resolving day-to-day problems without upward referral
• Impact of this role is significant within the department and may have wider, organisational impact

• Maintain Oxfam’s legal registration in Borno State (?) and ensure legal compliance
• Liaise in Abuja office and Maiduguri Immigration on various legal matters such as visa/work permit/residency
• Ensure that all Oxfam offices and facilities have appropriate government registration and fulfil with the official requirement (i.e. fire inspection, municipal legislation, property tax clearance)
• Ensure compliance with national legislation for staff (visa on arrival, working permit and residency?
• Provide clarity and advice on visa extensions and fees based on staff nationality

• The Admin Manager is responsible to supervise the Admin Officer ensuring all travel arrangements are made in timely and appropriate ways for the full response team of 190 staff

• Act as a focal point for external meetings and events in Maiduguri, NE Borno State
• Act as a focal point for the new staff, internal and external visitors to their visa on arrival request Ensure that visitors receive the necessary administrative support before and during their stay (security briefing, welcome pack, emergency contact list etc) Ensure the respect of Oxfam procedures for visitors

• Managing the administrative team (admin officer, admin assistants (2), receptionist, cleaners (7)
• Provide overall leadership to the administration team and ensure the team has clear objectives.
• Capacity building with the Admin team.
• Ensure effective individual performance management within the admin team
• Maintain and manage the development of improvements to the Admin department’s services, procedures and systems
• Take the lead on the organisation of social activities for the staff
• Ensure implementation of Oxfam’s Gender, Diversity and Equal Opportunities Policy contribute to the sustainable organisational development which is Gender awareness and sensitivity.
• Perform other tasks requested by the HRM and HPC.

• Management of office rental contracts as well as other necessary service and maintenance contracts relating to office facilities and administrative services
• Maintain a secure and conducive working environment in Oxfam offices
• Supervises the Admin Assistant and Cleaners to ensure cleanliness and tidiness of the office
• Ensure that office equipment is appropriate, adequate and operates effectively
• Ensure that office and administrative supplies are monitored and used effectively

• Act as focal point for the allocation of rooms in the shared guest houses
• Ensure property management and the general maintenance of the shared guest houses
• Coordinate with landlord to ensure timely repair and assistance
• Ensure availability of guest houses and room keys
• Supervise the timely hotel room reservations when needed

• Coordinate with the HR manager to ensure the implementation of policies, systems and procedures
• Ensure the first aid kits, fire extinguisher, Oxfam guest house rules, contact list are updated
• Ensure liaison with security officer for the security assessments and briefings
• Ensure that Hibernation kit items are in good condition (frequent check of expiration date and replacement for healthy consumption).

• Proven written and verbal communication skills in English and Hausa (desirable).
• Be client oriented
• Computer literacy – email/internet/ word processing/spreadsheet skills are essential
• Be proactive, take initiative and work with minimal supervision
• Minimum of 3 years of experience in administration and office management
• Excellent communication, negotiation and interpersonal skills
• Strong organisational skills and attention to details
• Knowledge of Oxfam procedures or the capacity to acquire this knowledge
• Ability to cope with change
• Capacity to work in a team under pressure and the ability to prioritise a complex workload and to work to tight deadlines
• Sensitivity to cultural differences, and the ability to work in a wide variety of cultural contexts
• Sympathy with the aims and objectives of Oxfam and commitment to Oxfam’s equal opportunity and gender policies.
• Confidentiality, tact, diplomacy

• To increase Oxfam Humanitarian Programme impact through the provision of strategic support on core Programme Quality (PQ) components (design, planning, monitoring, evaluation, learning, social accountability and partnership), and to strengthen throughout all humanitarian programmes the embedding of Oxfam’s one programme approach, gender and rights-based approach.

• Work with Technical Coordinators / Team leaders (EFSL and WASH) and country MEAL / Program Quality team in developing / updating MEAL frameworks and tools. Work with the project team in Mubi in implementing MEAL framework and tools.

• Prepare clear data collection plans in discussion with the MEAL / PQ and technical teams and lead on all field data collection exercises, data management and analysis Analyze the data, together with the project team, and share them in the required format Contribute in timely and quality reporting on WASH and EFSL projects in Mubi and other locations in North East Nigeria, as required.
• Producing clear and quality reports that demonstrate accountability and learning

• Assist the project team in strengthening the accountability mechanisms at project level Setting up and managing complaint and feedback mechanism for the project

• Train the project teams on MEAL concepts and tools.
• Undertake periodic monitoring and technical support visits to working areas to assess progress against agreed MEAL system and recommend corrective actions as appropriate
• Work closely with project teams on overall MEAL issues

• Assist the project team in documenting lessons learnt
• Collecting best practices, case studies which demonstrate qualitative and quantitative changes over the period
• Work with the PQ / MEAL team to conduct project reviews, learning events at project locations

• Delivering any other responsibility assigned by the line / matrix manager.

• Bachelor’s Degree in Development Studies, Development Sociology or equivalent
• 3 years experience in monitoring and evaluation, preferably in a similar role within an international organisation
• Strong English skills and fluency in Hausa .
• Strong team player
• Willingness and ability to travel to other states and LGAs where Oxfam is operational
• Passionate about working with others to overcome unjust poverty

• Fluency in at-least one of the local languages: Kanuri or Marghi
• Experience with MEAL related research tools and approaches
• Sympathy with the aims and objective of Oxfam and commitments to rights based, gender sensitive and pro-poor approaches

• Prospective candidate must be available and willing to commence work immediately.
• Applications sent in the required format will be considered and only short listed candidates will be contacted.