Logistics and Admin Coordinator (National Position) 137 views0 applications


All NRC employees are expected to work in accordance with the organization’s values. To be dedicated, innovative, inclusive and accountable are attitudes and believes that shall guide our actions and relationships.

Roles & Responsibilities:

The Logistics and Admin Coordinator is responsible for the coordination and delivery of an efficient and effective logistics and admin service in Shire area. This includes implementing, monitoring and following-up across all logistics and admin disciplines to ensure that NRC standard policies and best practices are adhered to. The role will provide leadership, technical support and capacity building to the area logistics and admin staff. S/He is expected to take initiatives and provide guidance, support and services on all matters relating to the organization’s logistics and admin in order to support the achievements of NRC objectives.

1.1   Effective Procurement Management
¨       Ensure adherence to 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 the timely preparation of procurement plans for the office and projects, establishing deadlines and monitoring implementation

¨       Coordinate the proper monitoring system and control of procurement processes including organization of Request for Quotation, Invitation to Bid, receipt and evaluation of quotations/bids, negotiation of certain conditions of contracts in full compliance with policies and procedures

¨       Undertake supply and service provider 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.

¨       Be responsible for assessment of training and development needs, planning and implementation of capacity building efforts on procurement, storage and fleet
¨       Guide the 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 on Shire procurement and transport related matters

1.2. Ensure a cost-effective fleet Management
¨       Ensure safe and efficient transport of staff and materials/goods

¨      Coordinate the overall management of the area transport fleet and ensure response to programme needs are in line with NRC policies and procedures

¨      Ensure that the procedure for completing travel plans are in place and maintained on a weekly basis, coordinating and communicating the same in a timely fashion.

¨      Ensure safe operation of the fleet through driver selection and training, quality maintenance to include preventive routine checks and regular service and establishing/enforcing fleet operating procedures.
¨      Monitor and ensure daily checks/preventive maintenance checks and log books are carried out and ensure that drivers follow the system consistently
¨      Ensure vehicle service schedules are respected and proper, timely and high quality maintenance is done by service providing garage
¨      Manage fuelling of fleet and fuel contracts ensuring regular fuel consumption test is carried out
¨      Ensure that all vehicles are parked in a safe and secure location after working hours in all NRC work locations
¨      Ensure security of fleet keys and ensure drivers and other authorized user follows key sign in and out procedures.

¨      Review fleet management related issues regularly and advise support manager as appropriate

¨      Prepare and submit regular reports including monthly fleet reports, break downs, accidents, fuel usage, fleet KPIs

¨      Continually improve transport systems, policies and procedures, and identify existing problems, challenges and recommend improvement measures/plans.

1.3. Ensure effective warehouses and stock Management practices
¨      Implement and ensure full compliance with the NRC warehouse policies and procedures ensuring appropriate systems for the receipt and dispatch of all supplies.

¨      Guide the logistics officers and store keepers in effective stores and stock management principles ensuring right records are in place

¨      Carry out monthly physical stock counts and reconciliation including recommendations for management decisions. Support regular auditing of all inventory and inventory related documentation.

¨      Build the capacity of store keepers in effective store management

¨      Coordinate the preparation of monthly Stock Reconciliation Reports and disseminate relevant information to programme managers and users.

1.4 Overseeing the provision of administrative support for the Field office

  • Developing and maintaining internal and external cleanliness standards of the office premises to ensure a good working environment
  • Continuous improvement of the organizational image through ensuring proper office lay out and outlook
  • Ensuring 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
  • Make certain that there that an adequate stock of break tea and cleaning supplies and materials is maintained whilst ensuring that break tea is provided to a high standard of quality and hygiene
  • Ensuring that all the field office utility bills, guest house and warehouse rents are paid on time
  • Setting up systems and procedures to ensure the safety of all NRC property including fire safety, availability of first aid and general safety management
  • Coordinate the adequate provision of and management the security guards for the Offices and warehouse
  • Ensuring that office buildings are maintained and repaired as necessary
1.5.  Performance and Professional Development Management
·         Ensuring that work is planned and organized, that staff are given appropriate workloads and are clear about what is expected of them (e.g. by writing job descriptions, setting performance objective and goals, holding task planning meetings etc.)
·         Supporting staff in order to enable them to give of their best e.g. by encouraging and praising good performance, coaching, assisting staff to prevent or resolve problems, taking firm action in the face of poor performance etc.

¨      Line manage and supervise the Logistics Officers in Shire

¨      Develop and implement a training and capacity building plan for procurement, transport and stores staff

¨      Regularly visit field locations and provide logistics and admin staff with onsite support

¨      Carry out induction for new staff

¨      Raise awareness on NRC policies and procedures to relevant staff, Code of Conduct, Anti-corruption etc

Job Requirements

Generic professional competencies for this position:

  • BA/MA degree in Logistics and supply chain, Business and Administration and other related fields
  • Minimum of four years’ professional experience preferably in International NGOs
  • Experience from working as a Logistics Coordinator in a humanitarian/recovery context
  • Previous experience from working in complex and volatile contexts
  • Documented results related to the position’s responsibilities
  • Knowledge about own leadership skills/profile
  • Fluency in English, both written and verbal

Context related skills, knowledge and experience

  • Computer skills (Common Microsoft Windows and Office applications);
  • Excellent interpersonal and communication skills;
  • Ability to organize and prioritize work;
  • Ability to work under pressure and meet deadlines;
  • Documented results related to the position’s responsibilities;
  • Knowledge about own leadership skills/profile;
  • Fluency in both spoken and written English.

Behavioral competencies:

¨      Handling insecure environment;

¨      Planning and delivering results;

¨      Empowering and building trust;

¨      Communicating with impact and respect;

¨      Working with people;

¨      Coping with change.

More Information

  • Job City Tigray
  • This job has expired!
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The Norwegian Refugee Council is an independent humanitarian organisation helping people forced to flee. Whatever it takes. Wherever, and whenever, we're needed.

We deliver high-quality aid where needs are greatest. When we started our relief efforts after World War Two, humanitarian needs were critical. They still are – and we’re still there, protecting people forced to flee and supporting them as they build a new future. Today, we work in both new and protracted crises across 30 countries, where we provide food assistance, clean water, shelter, legal aid, and education. We stand up for people forced to flee. NRC is a determined advocate for displaced people. When we witness injustices, we alert the world. We promote and defend displaced people's rights and dignity in local communities, with national governments and in the international arena. NRC’s Internal Displacement Monitoring Centre in Geneva is a global leader in monitoring, reporting on and advocating for people displaced within their own country.

We respond quickly to emergencies. Our expert deployment capacity NORCAP, the world’s most used, boasts around 900 experts from all over the world. Our experts stand ready to deploy at a moment’s notice to support the UN and local authorities in humanitarian crises.

Around 5,000 men and women work for the Norwegian Refugee Council. Most of us are hired locally to work in the field, and a small number are based at our head office in Oslo. Many of our colleagues were once themselves fleeing their homes.

Today, a record 60 million people are fleeing war and persecution. Not since World War Two have more people needed our help. The Norwegian Refugee Council assisted more than five million people worldwide in 2015, and with your support, we can help even more.

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0 USD Tigray CF 3201 Abc road Full Time , 40 hours per week Norwegian Refugee Council

All NRC employees are expected to work in accordance with the organization’s values. To be dedicated, innovative, inclusive and accountable are attitudes and believes that shall guide our actions and relationships.

Roles & Responsibilities:

The Logistics and Admin Coordinator is responsible for the coordination and delivery of an efficient and effective logistics and admin service in Shire area. This includes implementing, monitoring and following-up across all logistics and admin disciplines to ensure that NRC standard policies and best practices are adhered to. The role will provide leadership, technical support and capacity building to the area logistics and admin staff. S/He is expected to take initiatives and provide guidance, support and services on all matters relating to the organization’s logistics and admin in order to support the achievements of NRC objectives.

1.1   Effective Procurement Management
¨       Ensure adherence to 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 the timely preparation of procurement plans for the office and projects, establishing deadlines and monitoring implementation¨       Coordinate the proper monitoring system and control of procurement processes including organization of Request for Quotation, Invitation to Bid, receipt and evaluation of quotations/bids, negotiation of certain conditions of contracts in full compliance with policies and procedures
¨       Undertake supply and service provider 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.
¨       Be responsible for assessment of training and development needs, planning and implementation of capacity building efforts on procurement, storage and fleet
¨       Guide the 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 on Shire procurement and transport related matters
1.2. Ensure a cost-effective fleet Management
¨       Ensure safe and efficient transport of staff and materials/goods¨      Coordinate the overall management of the area transport fleet and ensure response to programme needs are in line with NRC policies and procedures¨      Ensure that the procedure for completing travel plans are in place and maintained on a weekly basis, coordinating and communicating the same in a timely fashion.
¨      Ensure safe operation of the fleet through driver selection and training, quality maintenance to include preventive routine checks and regular service and establishing/enforcing fleet operating procedures.
¨      Monitor and ensure daily checks/preventive maintenance checks and log books are carried out and ensure that drivers follow the system consistently
¨      Ensure vehicle service schedules are respected and proper, timely and high quality maintenance is done by service providing garage
¨      Manage fuelling of fleet and fuel contracts ensuring regular fuel consumption test is carried out
¨      Ensure that all vehicles are parked in a safe and secure location after working hours in all NRC work locations
¨      Ensure security of fleet keys and ensure drivers and other authorized user follows key sign in and out procedures.¨      Review fleet management related issues regularly and advise support manager as appropriate¨      Prepare and submit regular reports including monthly fleet reports, break downs, accidents, fuel usage, fleet KPIs¨      Continually improve transport systems, policies and procedures, and identify existing problems, challenges and recommend improvement measures/plans.
1.3. Ensure effective warehouses and stock Management practices
¨      Implement and ensure full compliance with the NRC warehouse policies and procedures ensuring appropriate systems for the receipt and dispatch of all supplies.¨      Guide the logistics officers and store keepers in effective stores and stock management principles ensuring right records are in place¨      Carry out monthly physical stock counts and reconciliation including recommendations for management decisions. Support regular auditing of all inventory and inventory related documentation.¨      Build the capacity of store keepers in effective store management¨      Coordinate the preparation of monthly Stock Reconciliation Reports and disseminate relevant information to programme managers and users.

1.4 Overseeing the provision of administrative support for the Field office

  • Developing and maintaining internal and external cleanliness standards of the office premises to ensure a good working environment
  • Continuous improvement of the organizational image through ensuring proper office lay out and outlook
  • Ensuring 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
  • Make certain that there that an adequate stock of break tea and cleaning supplies and materials is maintained whilst ensuring that break tea is provided to a high standard of quality and hygiene
  • Ensuring that all the field office utility bills, guest house and warehouse rents are paid on time
  • Setting up systems and procedures to ensure the safety of all NRC property including fire safety, availability of first aid and general safety management
  • Coordinate the adequate provision of and management the security guards for the Offices and warehouse
  • Ensuring that office buildings are maintained and repaired as necessary
1.5.  Performance and Professional Development Management
·         Ensuring that work is planned and organized, that staff are given appropriate workloads and are clear about what is expected of them (e.g. by writing job descriptions, setting performance objective and goals, holding task planning meetings etc.)
·         Supporting staff in order to enable them to give of their best e.g. by encouraging and praising good performance, coaching, assisting staff to prevent or resolve problems, taking firm action in the face of poor performance etc.

¨      Line manage and supervise the Logistics Officers in Shire

¨      Develop and implement a training and capacity building plan for procurement, transport and stores staff

¨      Regularly visit field locations and provide logistics and admin staff with onsite support

¨      Carry out induction for new staff

¨      Raise awareness on NRC policies and procedures to relevant staff, Code of Conduct, Anti-corruption etc

Job Requirements

Generic professional competencies for this position:

  • BA/MA degree in Logistics and supply chain, Business and Administration and other related fields
  • Minimum of four years’ professional experience preferably in International NGOs
  • Experience from working as a Logistics Coordinator in a humanitarian/recovery context
  • Previous experience from working in complex and volatile contexts
  • Documented results related to the position’s responsibilities
  • Knowledge about own leadership skills/profile
  • Fluency in English, both written and verbal

Context related skills, knowledge and experience

  • Computer skills (Common Microsoft Windows and Office applications);
  • Excellent interpersonal and communication skills;
  • Ability to organize and prioritize work;
  • Ability to work under pressure and meet deadlines;
  • Documented results related to the position’s responsibilities;
  • Knowledge about own leadership skills/profile;
  • Fluency in both spoken and written English.

Behavioral competencies:

¨      Handling insecure environment;

¨      Planning and delivering results;

¨      Empowering and building trust;

¨      Communicating with impact and respect;

¨      Working with people;

¨      Coping with change.

2019-12-04

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