Shuaib M. Yusuf

KEY ACHIEVEMENTS FOR THE CURRENT PROGRAMS WITH OXFAM NOVIB

• Completed all supply and logistics needs for more than 100 projects (minimum project values 500K Euros) within its time frame with a minimum annual portfolio of 5 million in procurement only.
• I implemented a Monitorable and Measurable warehouse management system in the field office of Burao.
• Implemented One master Assets register for Somaliland Humanitarian Response and development- updated monthly.
• Implemented One Oxfam Way of working Tools In Somalia/land response, including Logistics staff capacity Building, on Oxfam Logistics policy and procedures.
• Minimized the Oxfam internal audit risk from RED (60%) to GREEN (less than 10%) from 2018 to 2021.
• I digitalized several procurement processes, including Tender Dossier Issuance, using interconnected Microsoft Automate to Microsoft Form and OneDrive. I have presented this to the broader Oxfam logistics team at the recent GLOW(Oxfam Global Logistics Workshop) 2023, which received willingness from different countries to roll in their country offices.
• I have trained over eighteen local partner organization Logisticians in Somalia for the minimum requirements of PARCEL standards (https://parcelproject.org).

Key Responsibilities

Procurement and contracting

• Contribute to project planning and proposals, and ensure logistics inputs are included in program design.
• Facilitate collaborative supply planning and regular updating of procurement plans and engage with program managers, to ensure all projects have up-to-date procurement plans to enable timely delivery of goods and services.
• Support supply market assessments and maintain information on market prices for key items.
• Ensure that needs for services or supplies are sourced and delivered on time, in the right quantity, in right quality (fit for purpose ) and ensure best value for money. Coordinate all procurement activities, and lead on tenders.
• Ensure that contracts are awarded through competitive fair and transparent procurement processes that are conducted with integrity in line with Oxfam procurement policy, principles, procedures and donor requirements
• Ensure that all staff engaged in procurement in Nigeria understand and respect Oxfam procurement procedures and integrity standards, through training, induction and monitoring.
• Establish Framework Agreements with suppliers for all commonly purchased supplies to enable process efficiencies, improve strategic supplier relationships, and increase purchase power through consolidation.
• Keep track of ongoing procurement and ensure delivered goods and services meet specified standards and ensure effective communication across different teams on procurement status and planning.
• Responsible for managing supplier relationships through mutually beneficial contracts, minimum service levels and, performance monitoring, and feedback for continuous improvement
• Responsible for negotiating favorable terms and prices while ensuring Oxfam engages reliable suppliers capable of delivering on time and to right standards and ensuring suppliers are fairly treated through fair market pricing, clear and timely communication on requirements and expectations, realistic lead-time and paying them on time.
• Ensure Suppliers are aware of Oxfam ethical standards and whistleblowing channel.
• Ensure full and complete paper trail is available and archived for all procurement. Contribute to continuous improvement of ways of working in Nigeria and improvements towards greater sustainability in operations and positive impacts in the communities work with.

Stock , inventory and asset management

• Organizing necessary transport and customs clearance.
• Ensure adequate control and verification for stock movements, transport orders and shipments through compliance with Oxfam procedures to ensure traceability and transparency
• Ensure management of storage facilities, stock and inventory to prevent loss, theft and damage; while ensuring safe storage and handling; and minimizing environmental impacts of operations.
• Coordinate periodic inspection and reconciliation activities for assets, stock and inventory, and facilitate audits and donor reporting.
• Manage disposal and replacement of damaged, broken, or out dated items or stock to facilitate accounting processes, optimize storage and reduce environmental impact.
• Ensure adequate inventory levels maintained for office equipment and supplies to facilitate smooth day-to-day operations, monitor supply and demand for regular project stock to ensure adequate levels, and facilitate propositioning of stock where required to meet forecasted needs
• Optimize use of storage facilities to maximize space to ensure cost-efficient use, adequate security and prevent losses. Support and coordinate distribution-related activities with project teams to ensure adequate stock movement controls, ensure stock movement and avoid dead stock.

Fleet Management

• Ensure Oxfam rented and owned fleet is managed to ensure safety and security for Oxfam staff and communities through correct and safe management and operation of vehicles, training, and compliance with Oxfam standards and relevant local regulations.
• Ensure all vehicles are managed cost-efficiency and minimize environmental impacts through effective planning, regular maintenance, optimization and sustainable driving practices.
• Ensure the effective use and implementation of Oxfam fleet management system (Tracpoint) to monitor costs and performance ensuring all vehicles are equipped with functioning tracking devices.
• Ensure regular reporting and monitoring on fleet performance including fuel consumption, maintenance and CO2 according to Oxfam standards.
• Ensure selection and management of vehicles is planned and optimized to meet operational context and needs of teams.

Capacity building

• Assess and monitor learning needs for Oxfam and partner staff (using PARCEL)
• Deliver training and support for Oxfam staff in Nigeria across supply chain activities.
• Manage and implement PARCEL learning events for partner organizations and Oxfam staff
• Support the respect of Oxfam partnership principles in engagement with partner organistaions and facilitate open and respectful relationships, mutual learning and support in supply and logistics activities.

Reporting and communication

• Ensure visibility of supply chain activities through collating and disseminating regular management reports across key areas of supply and logistics according to Oxfam standards including fleet and fuel consumption, ; requisition tracking (order tracking); asset and equipment registers; stock report; and narrative KPI report
• Ensure regular assessment of supply chain function by leading annual Logistics Assessment (LAT) using Oxfam tool to identify current key risk and improvement areas and make an action plan for the year ahead. Ensure actions plans linked to reporting are implemented and regularly reviewed
• Enable the calculation and reporting of CO2 emissions from Oxfam Nigeria for supply and logistics managed activities including: travel; fuel; energy. Champion and support environmental sustainability in Oxfam supply chain and operations
• Oversee and support audits and reconciliation activities in collaboration with program, finance and audit staff; and anticipate and coordinate requirements for institutional donor reporting.
• Contribute to contingency planning and ensuring Supply & Logistics information is up to date

• KEY RESPONSIBILITIES:
  Procurement
  • Ensure all procurements are done transparently, competitively, and professionally in line with Oxfam procedures and donor requirements.
  • Manage and lead purchasing decisions, tender, advice, and support to the program department and teams. Ensure that delivery delays are minimized; in case of delays, ensure that it is communicated to the requester.
  • Lead in the tenders for procurement of high-value material with the support of BSM.
  • Developed and managed supplier relationships, working to create framework agreements where appropriate to achieve the most favorable terms for Oxfam.
  • Ensure that Supplier payments are in a timely processed
  • Conduct regular performance assessments and reviews of suppliers to ensure they are working within Oxfam's acceptable standards and objectives and delivering the service expected, taking corrective action as necessary
  • Coordinate with other departments on procurement issues
  • Coordinate with the Finance department on payment
  • Responsible for Preparation, execution, and follow-up of procurement contracts/agreements (Supply, framework agreement, vehicle rental, security, etc.)
  • Manage In-Kind Donation as per Oxfam's procedure.
  • Provide timely information on local and international procurement to the business support manager, humanitarian program manager, and program department by maintaining a requisition tracking system.
  Stock & Transport Management
  • Ensure the management of Stock and Warehouse according to the procedures outlined in the Supply and Logistics Manual.
  • Participate and ensure the selection of warehouse according to standards (Access, Space, safety, security)
  • Review the quarterly stock count and flag if there are any significant discrepancies.
  • Raise alert in case of low stock for critical supplies when the stock level reaches a minimum.
  • Manage and monitor all stocks in the country and establish a disposal plan following the donor’s requirement and with the country management team's consultation.
  Assets and Equipment Management
  • Ensure that Assets & Equipment lists are updated all the time
  • Conduct a physical check of Assets and equipment every three months
  • Manage and monitor all stocks in the country and establish a disposal plan under the donor’s requirement and with the country management team consultation
  • Oversee the regulation of the use of vehicles and communications equipment.
  Fleet Management
  • Overall responsible for the management of Vehicles and Generators as per standards defined in Oxfam’s Fleet Procedures
  • Oversee planning of vehicle allocation to serve the needs of the program optimally. Make sure that vehicle registrations/insurance/fitness certificate is updated all the time
  • skills of the drivers. Make sure the storage of fuel on premises is according to standard (safety, control)
  • Coordinate/Communicate with qualified rental car companies on issues related to car rental
  • Assess the condition of the rented vehicle at the start of the contract and later regularly until under service with Oxfam
  • Coordinate/communicate with qualified vehicle workshops on issues related to the repair and maintenance of vehicles - only for Oxfam's vehicles
  • Coordinate with the insurance company to claim the insurance - only for Oxfam's vehicles
  • Conduct/arrange the driving tests for Oxfam's staff who wish to drive the cars - only for Oxfam's vehicles
  People Management
  • Line manage two Logistics Officers in Hargeisa and three Field Logistician in the Burao, Garoowe, and Mogadishu sub-office, ensure appropriate logistical Oxfam systems/ procedures are in place, maintained, and adhered to so that all support functions are carried out effectively and efficiently in the emergency program setting. To provide support and training to the logistic teams and capacity-build logistics staff with on-the-job training and mentoring to enable them to deliver with limited supervision.
  • Responsible for creating monthly planning by considering the organization's priorities
  • Support line-managed staff to produce annual objectives aligned with organizational and program priorities and provide regular feedback on staff performance.
  • With the country's support, the HR team proactively and promptly addresses employee concerns.
  Reporting
  
  • Lead the review and overall responsibility for the CO reporting and share the SMT on critical issues that require their attention.

KEY RESPONSIBILITIES:

Procurement

• Ensure all procurements are done transparently, competitively, and professionally in line with Oxfam procedures and donor requirements.
• Participate in developing the Procurement / Supply Plans in coordination with the program team/budget holders.
• Ensure that delivery delays are minimized; in case of delays, ensure that it is communicated to the requester.
• Participate in the tenders for procurement of high-value material.
• Developed and managed supplier relationships, working to create framework agreements where appropriate to achieve the most favorable terms for Oxfam.
• Conduct regular performance assessments and reviews of suppliers to ensure they work within Oxfam's acceptable standards and objectives and deliver the expected service, taking corrective action as necessary .

Stock & Transport Management

• Ensure the management of Stock and Warehouse according to the procedures outlined in the Supply and Logistics Manual.
• Participate and ensure the selection of warehouse according to standards (Access, Space, safety, security)
• Reception of material from suppliers by ensuring compliance with the Purchase Order (Quantity / Quality)
• Ensure the availability of delivery documents for material transported (Waybill, etc.)

Assets and Equipment Management

• Ensure that Assets & Equipment lists are updated all the time
• Conduct a physical check of Assets and equipment every three months
• Ensure that all assets and equipment are tagged
• Ensure the assets/equipment are tracked from one location or user to another.
• Ensure the use/maintenance of assets/equipment according to standards.

Fleet Management

• Overall responsible for the management of Vehicles and Generators as per standards defined in Oxfam's Fleet Procedures
• Compile weekly fleet management plan in coordination with other departments.
• Make sure that vehicle registrations/insurance/fitness certificates are constantly updated.
• Coordinate/Communicate with qualified rental car companies on issues related to car rental.
• Assess the condition of the rented vehicle at the start of the contract and later regularly until under service with Oxfam.
• Coordinate with the insurance company to claim the insurance - only for Oxfam's vehicles.
• Ensure the excellent archiving of fleet documents (administrative documents, logbooks, fuel records, etc.)
• Conduct/arrange the driving tests for Oxfam's staff who wish to drive the cars - only for Oxfam's vehicles.

• Ensure all procurements are done transparently, competitively, and professionally in line with SOS policies and the minimum standards
• Ensure donor procurement policies, guidelines, and specific requirements are met
• Establishment and maintenance of ethical professional working relationships with suppliers
• Maintaining accurate and up-to-date local inventory records with responsibility for proper recording of assets, their maintenance, and safeguarding in the local database
• Report any missing or lost items and repairs/replacement needed for damaged or obsolete items
• Manage petty cash for local purchases (premises, garden, cleaning, transport) and payment for temporary local labor after verification of their activities
• Manage office stationery supplies, including maintenance of a stock list of stationery and cleaning supplies, distribution of stationery and cleaning supplies required by staff, and keeping a log of distribution
• Support to administrative and logistical services, including events facilitation, meetings/workshops, and transport of equipment and stationary as needed
• Manage the office vehicles fleet and ensure efficient organization of transports
• Ensure the excellent archiving of fleet documents (administrative documents, logbooks, fuel records, etc.)

• Work with the logistics officer/country logs manager to procure the supplies from the AET headquarters
• Ensure procurement procedures are carried out in line with AET policies and the minimum standards
• Ensure donor procurement policies, guidelines, and specific requirements are met
• Establishment and maintenance of ethical professional working relationships with suppliers
• Ensure the implementation of the procurement policies and procedures in the area
• Review procurement plans to ensure that program activities are accomplished
• Ensure a transparent procurement process is implemented and maintained
• Ensure that all supplies, services, and equipment are delivered on time
• Maintain supplier information for regularly purchased items and be informed of the local market conditions
• Track and record delivery of goods to their final destinations
• Update and maintain the asset register and ensure that all assets are logged and issued with a unique asset number
• Routine communication, coordination, and planning with the relevant requesting staff regarding the order and delivery of supplies.