Job Purpose Summary
Provide support to the organization’s activities in form of logistics and procurement of goods and services for project activities in Gambella other NRC offices within the Country as might be required.
Key Responsibilities
• Ensure proper accounting, reporting and internal control systems and maintenance of records.
• Lead logistics management and developing of staffing levels to ensure that at all time requirements are met in all offices
• Responsible for agreements with suppliers including pre-qualified suppliers
• Responsible for regular market survey
• Supervise and build capacity of the procurement and logs team
• Provide monthly reports on all logistics activities
• Provide guidance and advice to field staff on policy issues related to procurement and contract issues.
• Implement internal controls and procedures designed to ensure strict compliance with the NRC Logistics (procurement) handbook and the standard operating procedures detailed therein.
• Ensure that NRC has an up to date and competitive vendor listing for the supply of goods and services.
• Seek quarterly approval from the Logistics Manager for current vendor listing.
• Constant research to broaden and ensure a vendor base which is not only reliable but of high quality and competitively priced
• Ensure that all requests are appropriately signed by authorized staff.
• Organize and prioritize purchases according to the nature of the request. (Urgent, small items, international purchases, services etc.) and assign appropriately for action.
• Ensure that all goods ordered and received from overseas have adequate documentation (airway bills, bill of lading, commercial invoice, insurance certificates and any other relevant documents).
• Resolve complaints from the field on all purchased goods and services as well as disputes with suppliers.
• Ensure all NRC assets are placed on the standard NRC inventory template and disseminate inventory of items awaiting shipment to field offices in Somalia.
• Regular field visits to offer support to the field.
• Coordinate with clearing agents when necessary.
• Prepare weekly and monthly procurement status reports for submission to the logistics Manager and programme staff
• Perform any other duties assigned by the supervisor.
Vehicle Fleet
• Support Admin Assistant to ensure that relevant procedures are in place and implemented for quality control (maintenance) of vehicles and advise on improvements and supervise the implementation for current database for transport and ensure implementation of database in offices
• Ensure that vehicle case files, reporting and internal control systems are kept in to standards by providing leadership and instructions to the logs coordinator and logs assistant and also advise on improvements
Stock Management
• Supervise and ensure that management of stores and system in place for dispatching items within the office and to the field offices
• Control and follow up on system for random check/inventory of stores
Qualifications and Competences
Academic and Professional Qualifications
• Relevant university degree, preferably in Logistics or Procurement or equivalent work experience
• At least 5 years working experience in a busy Logistics department preferably with INGO or UN.
• Understanding of various donors requirements
• Excellent interpersonal, written and verbal communication skills.
• Fluency in the English and local languages, both oral and written
• Training skills.
• Ability to work under pressure.
• Excellent working knowledge in Microsoft Office.
Relevant Experience
At least 5 years’ experience in logistics and procurement. Knowledge of web-based procurement software will be an added advantage.
Knowledge, Skills & Personal Attributes
Knowledge, Skills & Personal Attributes
• Excellent inter personal and communication skills
• High level of personal integrity
• Good team leader
• Organised and a good planner with excellent attention to detail
• Ability to work under pressure
• Significant understanding of complex emergencies
• Understanding of various donors requirements
• Excellent working skills with Microsoft Office and a database package.
Key Relationships
Internal Contacts
• Logistics staff
• Finance Staff
• Program Staff.
External Contacts
• Suppliers
• Government officials
• Clearing & shipping agents
• Transport agents.