Being an employee of the Norwegian Refugee Council (NRC) in Ethiopia the Logistics Assistant-Fleet 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.
Roles & Responsibilities:
The Logistics Assistant-Fleet will be based in Negele Office (Oromia Region) and will work under the supervision of the Logistics Officer, according to and as reflected in objectives stated in project description and budgets to donors and in line with NRC policy programme, as well as with Plan of Action and strategy in place in the region.
· Assist with the implementation of the Logistics function portfolio according to 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;
· Ensure smooth running of office transportation;
· Provide monthly fleet report for the overall country;
· Provide technical support and conduct spot checks for area offices;
· Conduct liaison activities as instructed by supervisor.
Specific responsibilities:
§ General management of NRC vehicles in co-operation with the programme and support departments;
§ Ensure that all vehicles are safe and road-worthy and proper on-board vehicle documentation;
§ Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of log-sheets;
§ Schedule vehicle use to meet programmatic and operational needs;
§ Maintain vehicle movement board daily;
§ Oversee fuel consumption purchase and tracking including coordination with gas station(s);
§ Organize cleaning of vehicles;
§ Organize regular service schedules for vehicles, ensure major repairs are done in a timely manner;
§ Track vehicle expenses are procured in accordance with the respective procurement policy;
§ Mange drivers’ leave schedules ensuring smooth operation of the fleet;
§ Ensure drives are licensed and trained;
§ Participate in hiring and disciplinary measures for drivers;
§ Co-ordinate with logistics officer and with country office for all matters relating to rental vehicles;
§ Coordinate with security focal person to ensure regular vehicle communications;
§ Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
§ In coordination with Security, organize levies as needed for field trips;
§ Ensure timely renewal of third part and comprehensive insurance for all NRC Vehicles annual;
§ Ensure that security incident reports are completed and filed (if related to vehicles);
§ Ensure that accident reports are completed and filed and insurance process is duly followed;
§ Responsible for oversight of vehicle rental including tracking of leases and payments;
§ Conduct himself/herself both professionally and personally in such a manner as to bring credit to NRC and to not jeopardize its humanitarian mission in country of operation;
§ Insure for the compilation and submission of fleet KPI analysis and report to management in a timely basis;
§ Other duties as assigned.
Generic professional competencies:
• Degree/Diploma in Management or related field of study;
• Minimum of 3 years’ experience from working as a Logistics Assistant 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 Amharic Languages
Context/ Specific skills, knowledge and experience:
• Computer skills (common Microsoft Windows and Office applications)
• Ability to work under pressure and meet deadlines
Behavioral competencies:
· Handling insecure environment
· Planning and delivering results
· Empowering and building trust
· Communicating with impact and respect