NRC (Norwegian Refugee Council) Logistics & Administration Assistant Jobs in Ethiopia
NRC (Norwegian Refugee Council) Logistics & Administration Assistant Jobs in Ethiopia
Job DescriptionAll NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability.
These attitudes and believes shall guide our actions and relationships.
Roles & Responsibilities
The purpose of the officer position is day to day implementation of the support functions responsibilities.
Use actions words such as ensure, implement or assist for the position relevant responsibilities.
Generic responsibilities
Ensure adherence with NRC policies, tools, handbooks and guidelines
Support implementation delegated CC project portfolio according to plan of action
Assist in prepare and develop status reports as required by management
Ensure proper filing of documents
Assist in promotion and sharing ideas for technical improvement
Assist in coordination with relevant partners/ Sector
Assist in ensure that procurement, development and distribution of materials and equipment are timely and according to procedures
Support in training and development of the team
Assist in prepare periodic progress reports and other documents as required
Assist in Investigating and support effort to facilitate introduction of new technology, methods and approaches in order to improve the quality of service delivery
Specific Responsibilities
Store management
Ensure that all items on transit are handled in accordance with NRC policies and procedures and in a timely and efficient manner.
Handles incoming and outgoing stock to/from store and ensures that store requisition and issue vouchers are properly completed.
Make sure all goods are properly packaged according to the sensitivity of the concerned goods. Ensures timely and safe delivery of items/goods from the store to the requester;
Make sure to apply FIFO rules (First In First Out) for the items that requires it.
Ensure proper quality control at reception of any good and asset; check carefully the quantity, quality and documentation as according to NRC requirements. Report any default to the logistics officer before accepting any suspicious good.
Ensures the use of stock card for recording all items and make sure one stock card must be used for only one item; keeps proper filing of all the stock and related documents;
Handles goods receipts and properly stores and ensures that all the proper documentation is handled and managed in a professional way;
Maintains an accurate and timely record keeping in accordance with all finance and logistics formats and procedures;
Ensures storage areas are kept clean and organized at all times and reports immediately to Logistics Officer or Area Manager at Shire if any problems relating to the safe storage of stock;
Reports and updates the stock balance weekly, monthly, and quarterly and submit to the Logistics Officer at Shire office;
Carries out daily, weekly and monthly stock reconciliations;
Reports any obsolete, damage, loss or missing items;
Conducts inventory control/check periodically through physical count as per NRC policies and procedures;
Conducts inventory of Fixed asset with the delegated person;
Procurement
Assist in Ensure that all NRC procurements are completed according to procedures at all times and within the minimum timeframes stipulated for each of the procurements.
Assist ensuring all NRC procurement processes are done according to the correct policies, procedures, SOPs and lead-times at all time.
Assist in identification potential, credible and competent vendors for NRC to deal with and do town run for quick procurements and coordinate NRC procurement functions with vendors and contractors
Support keeping proper record of invoice receipts, requisitions, purchase order forms, waybills, and all other documents.
Fleet Management
Assist in Ensure maximum fleet efficiency and effectiveness through planned resources allocation and maintenance in accordance to NRC transport guidelines and manufactures recommendations;
Assist Ensure that all NRC transport is handled within the NRC policies, and that a monthly vehicle pool report is produced, with full analysis of fuel consumption and maintenance issues to manage the fleet in the
most cost effective way;
Assist in Ensure maximum availability and implementation control mechanisms for all logistical assets (generators, vehicles)
Warehousing and Asset Management
Assist Logistics Officer in Ensure that all items moving through stores are handled in accordance with NRC policies and procedures, in a timely and efficient manner.
Support Establishment, operation and control of warehouse management and stock inventory in accordance to NRC warehouse guidelines
Personnel
Line manage driver and guards 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.
Carry performance management of the driver and give constructive feedback for improvement
Administration
Support in Provision of the general administrative support to staff team at the field level.
Assist in Assessing and preparation requests for consumables, sanitary items, stationeries, furniture’s office utilization etc.
Manage office equipment and infrastructure to ensure a well-running office at field level.
Keep record of all stationeries/stocks used in the office and produce monthly stock reports at field level;
Responsible for the overall running of the Admin. Operation at field level
Support Logistics officer in Making logistic arrangement including flights reservations, hotel and vehicle arrangement for project staffs, visitors/partners, donors, consultants.
Assist in conducting procurement of stationery for staff and meetings/workshops and assets of the office at sub Office and Field level
Carry out other duties such as translation works, take minutes of office meetings as requested by the supervisor
Update the filling system and manage filing the office documents for both hard and electronic copies.
Facilitation of office building, premises and equipment maintenance and repair;
Support in management the Shire operation offices’ and Guest house lease agreement and contract;
Manage NRC guest house especially at the field level;
Help to guide NRC staffs to reach different Government offices, vendors, UN, NGO offices etc especially at the field level and Shire office.
Other duties related to the nature of the job assigned by the Line Manger.
Job Requirements
Generic Professional competencies
Diploma in Logistics and Procurement Management/Business Administration or equivalent
At least three years’ experience as a logistics and Admin. Assistant with an INGO
Ability to use computer packages - Word, Excel and Power point, email and Internet and to be able to type at a fast and accurate speed. Knowledge of use of databases.
Good organizational skills, including, ability to work to deadlines, priorities, pay attention to detail and good numeracy skills.
Ability to work in a team, adaptable and Flexible
Documented results related to the position’s responsibilities
Excellent written and oral communication skills, in English
Context/ Specific skills, knowledge and experience
Complete adherence to all NRC policies and procedures in all areas of logistics, ensuring transparent, well documented, and accurate reporting at all times, with solutions provided to issues as they arise
Procurement timeframes in all cases are met
Quality procurement and value for money ensured
All logistics dealings are in line with government regulations
Good relationships with project staff and external parties, through clear communication and supportive problem solving
Behavioral competencies
Planning and delivering results
Empowering and building trust
Communicating with impact and respect
Handling insecure environment
How to Apply
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.
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 (If it is possible, attach photocopies of the most relevant educational certificates/testimonials).
Applications should reach NRC latest by August 31, 2020 at 5:00 pm.
NB
only shortlisted candidates shall be contacted.
“Female candidates are strongly encouraged to apply and on-the-job training will be provided!”
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