Logistics Officer at the Norwegian Refugee Council

⏲ Apr 19, 2021, 8:49 PM
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The Norwegian Refugee Council (NRC) is a non-governmental, humanitarian organization with 60 years of experience in helping to create a safer and more dignified life for refugees and internally displaced people. NRC advocates for the rights of displaced populations and offers assistance within the shelter, emergency food security, and water, sanitation and hygiene sectors.

We are recruiting to fill the position below:

Job Title: Logistics Officer

Location: Maiduguri
Reports to: Logistics Coordinator
Supervision of: None
Travel: 10%
Project number: NGFP0000
Duration and type of contract: 1 Year (renewable)

Role and responsibilities

The Logistics Officer is responsible for managing CO Procurements, vehicle fleet, assets and warehouses, to ensure effective, transparent and accountable logistic support to the Norwegian Refugee Council programs in NRC Nigeria. Liaison with program teams to ensure adequate logistical consideration for coordination and planning of program implementation.
Provide technical support and guidance to program teams on logistical elements of distribution & procurement planning.

Generic responsibilities (max 10):

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work and Development plan.
Ensure adherence with NRC policies, tools, handbooks and guidelines
Implement delegated support function portfolio according to the plan of action
Prepare and develop status reports as required by management
Ensure proper filing of documents
Promote and share ideas for improvement of the support function

Specific responsibilities
Procurement:

Process procurements within the CO threshold as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, Service Completion form etc.)
Check the availability and prices of requested items in the local market; liaise with country office if procurement must be conducted there or at area office level
Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date which they are expected to be supplied to the projects
Prepare monthly summary reports for all procurements identifying problems in operations and solutions proposed
Oversee all arrangements for meetings and conferences as required ensuring these are delivered to a high quality and cost-effectively
Updates and Manages the Procurement tracker
Updates and manages the contract tracker Ensure that all procurements are done in accordance with NRC logistics policies, procedures and donor regulations
Check and receive purchase requisitions and initiate the procurement process according to NRC procurement regulations.
Ensure RFQs, are prepare and send out within the agreed lead time
Complete and issue purchase orders in accordance with NRC regulations.
Check procurement documents (Bid analysis, Purchase orders and Payment documents etc...) and submit to signatories for verifications and approvals.
Check payment documents as per procurement checklist before submission to finance
Follow up with supplies and organize for delivery of materials.
Conduct regular market surveys to identify suitable and reliable suppliers and service providers
Maintain updated vendor database at area level
Update and share the procurement tracker on a regular basis
Submit invoices from suppliers and the relevant procurement documents to finance

Fleet Management:

Managing and tracking of all vehicles on the fleet, when required to support the area offices
Ensure that vehicles are checked on a daily basis and that regular service and maintenance are carried out as per agreed schedule as well as managing service agreements such as vehicles fueling.
Ensure vehicles have current and lawful documentation.
Receive travel requests, and maintain trip schedules and Staff Movement Board.
Prepare Military Clearances for the delivery of goods to field locations as requested.
Produce logistics site report, vehicle and generator cost performance report.
Ensure proper usage and Maintenance of the Area Office Generator by keeping an up to date Generator Logbook for usage and services.

Asset Management:

Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, and recording all asset movements and disposals
Oversee the issuance and return of assets to/from staff in the absence of assets focal person
Update Asset Register and send to the country office every month in the absence of the assets focal person

Warehousing Management:

Will only provide a supportive role in the absence of area warehouse staf
Manage and maintain the physical warehouse.
Ensure quarterly stock check and reconciliation.
Ensure random spot check on the stock in the warehouse
Ensure all program stock are released through NRC Stock release/requisition form and accompanied with a waybill to Beneficiaries/point of usage.
Ensure the BHs and the Country Office Logistics Manager are informed about all stock under expired, expiring SOF and other irregularities or discrepancy in the warehouse respectively.

Critical interfaces:
By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

Coordination for the movement of materials - Program Managers and Field Coordinators
Coordination of Field office operations and requirements - Area Manager
Logistics Technical support for Field Offices - Logistics Manager
Implementation - Logistics Coordinator, Field Logistics Assistants
Follow up of procurement of requested procurement - Procurement Officer
Follow up of Admin related Field issues, especially maintenance and repairs of facilities - HR Coordinator/Admin Officer
Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit

Stakeholders:

Key external stakeholders the post has relationships with - UN agencies (Logistics Cluster), INGOs, local NGOs, governmental bodies: Military for clearance

Budgets:

None

Information:

Brief description of the information resources the post holder is responsible for at CO level: Aggressor Procurement, Aggressor Assets, Intranet- Logistics Handbook and Donor/NRC policies and procedures

Legal or compliance:

Brief description of any legal or compliance responsibility the post holder has - employment, vendors/Contractors, Code of conduct, Anti-corruption Policy

Competencies
Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

Professional competencies:

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies:

Experience from working as a Logistics Officer in a humanitarian/recovery context
Previous experience from working in complex and volatile contexts
Documented results related to the position’s responsibilities
Fluency in English and Hausa

Context/ Specific skills, knowledge and experience:

Office organization skills,
Computer skills (Microsoft Office)
Good communication skills
Articulate
High Degree of accuracy

Behavioural competencies (max 6):
These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

Handling insecure environment
Planning and delivering results
Empowering and building trust
Communicating with impact and respect

Performance Management
The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews: