Job Title: Logistic Coordinator (National Position)
Reporting to: Area Manager
Department: Logistics and Administration
Job Based at: Gambella with travel to all camps
Being an employee of the Norwegian Refugee Council (NRC) in Ethiopia the Logistics Officer is expected to represent NRC in a responsible manner and always act in accordance with NRC’s Code of Conduct.
Roles & Responsibilities:
The Logistics Coordinator is responsible for the delivery of an efficient and effective logistics systems and services for Gambella refugee operations. The main purpose of this position is to support and ease program implementation and beneficiary assistance.
In order to achieve the main objective, he/she will implement and ensure that NRC standard policies and best practice is adhered to. The role will provide leadership, technical support and capacity building to the area logistics and admin staff.
General Responsibilities
Specific responsibilities:
A. General management
· Supervise and support procurement activities for Gambella Refugee operations and in particular:
· 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.
· 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 Gambella procurement and transport related matters
C. Effective warehousing and stock management
· With operational support of store staff ensure effective stock management for programme implementation and in particular:
· 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 store keepers in effective stores and stock management principles ensuring right records are in place
· Carry out monthly physical stock counts including recommendations for management decisions. Support regular auditing of all inventory and inventory related documentation.
· Coordinate the preparation of monthly Stock Reconciliation Reports and disseminate relevant information to programme managers and users.
· Advise and monitor procurement in view of current stock levels and ensure procurement meets the store capacity
· Support program teams in programme materials storing at the camp level
D. Base and Asset management
· With support of Logistic officer ensure smooth operations of the Gambella field office and/or other NRC premises, in particular:
· Ensure that office buildings are maintained and repaired as necessary, providing good working environment
· Ensure that utilities are provided in a timely and cost effective manner
· Improve organizational image through 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 tea break, office and cleaning supplies and materials is maintained with 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
E. Effective warehousing and stock 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 fueling 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.
Critical interfaces
Generic professional competencies:
Context/ Specific skills, knowledge and experience:
Behavioral competencies
· Multitasking, planning, managing resources and delivering results
· Self-driven, proactive with solution finding skills
· Empowering and building trust
· Managing performance and development
Handling insecure environments