Job Title: Logistic and Admin Officer (National Position)
Reporting to: Area Manager
Job Based at: Assosa with travel to field/camps
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Being an employee of the Norwegian Refugee Council (NRC) in Ethiopia the Safety and Risk Management Officer 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 and admin Officer is responsible for the coordination and delivery of an efficient and effective logistics and admin service in Assosa area. Key roles of this position include, but no limited to, the planning, budgeting, implementation and efficient services provision as well as ensuring security and safety of assists and personnel, as a security focal point for the overall area of operation and Assosa Office.
Generic responsibilities:
Specific responsibilities:
Base and Asset management
· Ensure that all NRC premises (office, field offices, warehouses etc.) are maintained and repaired as necessary, providing good working environment;
· Ensure that utilities are provided in a timely and cost effective manner;
· Improve and seek new solutions for the premises maintenance and set up, initiate new construction or site development in order to provide better staff services and care;
· Improve organizational image through efficient costumer service delivery and 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 office, hygienic and cleaning materials and supplies is maintained a high standard of quality and hygiene;
· Ensure that all the field office utility bills, guest house and warehouse rents are paid on time;
· Set 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 the security guards for the Offices and warehouse;
· Ensure key management systems are in place;
· Ensure recovery plans for the equipment/ assets/ materials are prepared, followed and implemented;
· Ensure necessary equipment is provided in order to relief NRC premises operation;
· Control handover of assets and reports follow up.
Procurement Management
· Ensure provision of supplies and service with strong adherence to compliance procedures guided by 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 with programmes and other support sections and lead the timely preparation of procurement plans for the office, establish deadlines and monitor implementation;
· Undertake supply and service providers’ 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;
· Ensure 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 and Assosa on procurement and transport related matters.
Fleet Management
Warehousing and Asset Management
Personnel and Security
Others
Provide other support /additional tasks assigned, as required
Generic professional competencies:
Context/ Specific skills, knowledge and experience:
· Experience in working as a logistic Officer for international NGOs in a humanitarian/recovery context
· Knowledge of UN system, experience with field level coordination and management of donor funded projects
· Understanding of various donor’s requirement
· Ability to work under pressure and with little supervision
Behavioral competencies
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.