Logistics Officer

Roles and Responsibilities

The Logistics Officer is responsible for the coordination and delivery of an efficient and effective logistics service in Shire and Shire operation areas. This position will mainly focus on planning, budgeting, implementing, and following-up on base management including timely and cost efficient services provision as well as ensuring in conjunction with Security Focal Point, security and safety of personnel and assets.

Generic Responsibilities

• Support Shire operations in programme portfolio implementation according to plan of action;
• Promote and share ideas for improvement in area of expertise that will benefit projects implementation.

• Ensure proper filing of documents;
• Ensure adherence with NRC policies, tools, handbooks and guidelines;

Specific Responsibilities

 General management

•  Regularly visit field locations and provide logistics and admin staff with onsite support 
• Raise awareness on NRC policies and procedures to relevant staff and partners, Code of Conduct, Anti-corruption etc

 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.
• Ensure that all the field office utility bills, guest house and warehouse rents are paid on time
• Coordinate the adequate provision of the security guards for the Offices and warehouse
• Control handover of assets and reports follow up

 Effective Procurement Management

• Ensure support to Procurement Officer if deemed necessary 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, 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.
• 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.
• Ensure procurement records are kept and filed appropriately from authorized request to end users

Others

• Support Logistics department in taking physical stock counts including recommendations for management decisions. Support regular auditing of all inventory and inventory related documentation.
• Support fleet management by ensuring proper warehousing of fuel, proper parking spaces for vehicles.

Competencies

Professional competencies

Generic professional competencies:

• Degree in Logistics and Procurement Management/Business Administration or equivalent
• At least three years’ experience as a logistics officer with an INGO
• Ability to use computer packages - Word, Excel and Power point, email and Internet and to be able to type at a fast and accurate speed. Knowledge of use of databases.

• Good organizational skills, including, ability to work to deadlines, priorities, pay attention to detail and good numeracy skills.
• Ability to work in a team, adaptable and Flexible
• Documented results related to the position’s responsibilities

• Excellent written and oral communication skills, in English

 Context/ Specific skills, knowledge and experience:

• Complete adherence to all NRC policies and procedures in all areas of logistics, ensuring transparent, well documented, and accurate reporting at all times, with solutions provided to issues as they arise
• Procurement timeframes in all cases are met
• Quality procurement and value for money ensured
• All logistics dealings are in line with government regulations
• Good relationships with project staff and external parties, through clear communication and supportive problem solving

 Behavioral competencies

• Planning and delivering results
• Self-starter, highly motivated
• Empowering and building trust
• Communicating with impact and respect