Norwegian Refugee Council Logistic and Admin Officer Jobs in Ethiopia
Norwegian Refugee Council Logistic and Admin Officer Jobs in Ethiopia
Job Id: 199430
Category: Logistics, Transport and Supply Chain
Location: Assosa and all camps, Benishangul Gumuz
Career Level: Mid Level ( 2+ - 5 years experience)
Employment Type: Full time
Salary: xxxx
Job DescriptionJob Title: Logistic and Admin Officer (National Position)
Reporting to: Area Manager
Job Based at: Assosa with travel to field/camps
Being an employee of the Norwegian Refugee Council (NRC) in Ethiopia the Safety and Risk Management Officer is expected to represent NRC in a responsible manner and always act in accordance with NRC’s Code of Conduct.
Background:The Norwegian Refugee Council (NRC) is present in five regions in Ethiopia, providing refugees and internally displaced people with emergency relief and help them to rebuild their lives. NRC works within the sectors of Education, Shelter, WASH, Livelihood and Food Security, ICLA (Information, Counselling and Legal Assistance), and Child Protection.
Generic responsibilities:
Support Assosa operations in programme portfolio implementation according to plan of action;
Promote and share ideas for improvement in area of expertise that will benefit projects implementation;
Ensure proper filing of documents;
Ensure timely and accurate reporting as per NRC and other stakeholders’ requirements and expectations;
Ensure adherence with NRC policies, tools, handbooks, and guidelines.
Ensure that work is planned and organized, that incentive/ casual staff are given appropriate workloads and are clear about what is expected of them;
Specific responsibilities:
Base and Asset management
Ensure that all NRC premises (office, field offices, warehouses etc.) are maintained and repaired as necessary, providing good working environment;
Ensure that utilities are provided in a timely and cost effective manner;
Improve and seek new solutions for the premises maintenance and set up, initiate new construction or site development in order to provide better staff services and care;
Improve organizational image through efficient costumer service delivery and ensuring proper office lay out and outlook;
Ensure that reception services are provided in such a fashion that visitors are provided with a warm welcome and that their needs are swiftly attended to;
Ensure adequate stock of office, hygienic and cleaning materials and supplies is maintained a high standard of quality and hygiene;
Ensure that all the field office utility bills, guest house and warehouse rents are paid on time;
Ensure key management systems are in place;
Ensure recovery plans for the equipment/ assets/ materials are prepared, followed and implemented;
Ensure necessary equipment is provided in order to relief NRC premises operation;
Control handover of assets and reports follow up.
Procurement Management
Ensure provision of supplies and service with strong adherence to compliance procedures guided by Logistics Handbook, other NRC policies and donor requirements;
Maintain a high quality procurement system, which is accountable, transparent and compliant with NRC Procurement Policy and donor requirements;
Coordinate with programmes and other support sections and lead the timely preparation of procurement plans for the office, establish deadlines and monitor implementation;
Undertake supply and service providers’ pre-qualification, conduct market research, identify and recommend legitimate local suppliers or contractors through systematic evaluation and maintaining a database of potential and active suppliers/contractors;
Coordinate the maintenance of data on local supply sources' and overall performance, (competitive pricing, product quality and timely delivery) of suppliers/contractors;
Ensure implementation of the internal control system which ensures that PRs are accurately prepared, Purchase Orders/contract are duly prepared, dispatched, scheduled and delivery are well organized and documented;
Carry out periodic exercise of risk assessment for the supply/procurement/contracting process to determine high-risk areas and put in place control instruments;
Ensure procurement records are kept and filed appropriately from authorized request to end users;
Work with Procurement Officer in Addis and Assosa on procurement and transport related matters.
Fleet Management
Ensuring maximum fleet efficiency and effectiveness through planned resources allocation and maintenance in accordance to NRC transport guidelines and manufactures recommendations.
Ensuring that all NRC transport is handled within the NRC policies, and that a monthly car pool report is produced, with full analysis of fuel consumption and maintenance issues to manage the fleet in
the most cost effective way
Ensuring maximum availability and implementation control mechanisms for all logistical assets (generators, vehicles)
Compiling the monthly transport report, and analysing monthly maintenance costs, and fuel consumption, using the report to make recommendations on vehicle status, and overall fleet planning.
Ensuring that the Fleet Management System is up to date and generate the required reports and ensure necessary management action and follow-up as required.
Ensure contracts for vehicle hires are active and professionally managed, in coordination with management.
Ensure vehicles hired are in a sound working condition and transport needs for staffs are met.
Install communication system (telephone and e-mail) for NRC and keep it maintained
Establishing and maintaining a system to ensure that minimum stocks are held for spare parts to reduce service and repair lead time, in coordination with stores staff
Ensuring that NRC transport teams meet all project needs
Warehousing and Asset Management
Ensuring that all items moving through stores are handled in accordance with NRC policies and procedures, in a timely and efficient manner. Establishment, operation and control of warehouse management and stock inventory in accordance to NRC warehouse guidelines
Ensuring that an accurate monthly stock report is produced and shared with all projects to facilitate the use of items in stock and accurate monthly asset register is produced and shared with all projects to facilitate donor reporting and tracking of assets
Record and maintain asset list for all the equipment, computers, furniture, vehicles etc. Regularly update inventory list of all NRC equipment (office and residences)
Ensuring that all maintenance needs are met in a timely manner, with high quality works.
Personnel and Security
Ensuring that all staff are appropriately briefed on key aspects of logistics and NRC security protocols so as to improve the service provided by logistics, and the communication between teams
Line manage logistics Assistant and ensure a motivated, dynamic, result focused team, with clear roles and responsibilities, by providing support, direction and clear decision making on all logistics issues
Give advice to the Area manager concerning the job performance evaluations of logistics staff.
Handling problems arising within logistics teams, and provide creative solutions, working within NRC policies.
Be the link between logistics unit in Addis Ababa and the logistics manager on all matters related to the department
Ensure there is consistent security information sharing attendance in the Assosa Area Security team meeting lead by ARRA and UNHCR
Others
Provide other support /additional tasks assigned, as required
Job Requirements
Generic professional competencies:
At least BA in supply chain management/Procurement & Logistics or related field
Minimum of three years’ experience from working as a Logistic Officer in a humanitarian/recovery context
Previous experience from working in complex and volatile contexts
Documented results related to the position’s responsibilities
Good command of English
Knowledge of procurement policies, process and procedures
Ability to plan and prioritize work
Context/ Specific skills, knowledge and experience:
Experience in working as a logistic Officer for international NGOs in a humanitarian/recovery context
Knowledge of UN system, experience with field level coordination and management of donor funded projects
Understanding of various donor’s requirement
Ability to work under pressure and with little supervision
Behavioral competencies
Handling insecure environment
Planning and delivering results
Self-starter, highly motivated
Empowering and building trust
Communicating with impact and respect
All employees of the Norwegian Refugee Council should be able to adhere to our Codes of Conduct and the four organizational values: Dedicated, innovative, inclusive and accountable.
How to Apply
Interested candidates who meet the above criteria are invited to send in their application letters including updated curriculum vitae with day-time telephone number and contact details of three work-related referees only through www.ethiojobs.net OR
www.webcruiter.nrc.no (If it is possible, attach photocopies of the most relevant educational certificates/testimonials). Applications should reach NRC latest by March 7, 2019 at 5:00 pm.
NB: only shortlisted candidates shall be contacted.
“Female candidates are strongly encouraged to apply as NRC offers attractive salary and benefit with on-the-job training opportunities!”
Norwegian Refugee Council Logistic and Admin Officer Jobs in Ethiopia
