Logistics Assistant Ecuador Quito – NRC jobs

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusion and accountability. These values ​​and attitudes must guide our actions and relationships.

Background

The logistics assistant supports the daily implementation of the management of activities related to logistics and administration, including purchasing, distribution, asset management and routine verifications, contributing to strategies for the efficient and effective operation of logistics . 

1. Role and Responsibilities

The purpose of a logistics technical assistant is to support the daily implementation of the management of activities related to logistics and the correct development of the operation. 

General Responsibilities:

1. Adhere to NRC policies, manuals, guidelines and donor requirements
2. Assist with the implementation of the logistics function portfolio in accordance with the Action Plan.
3. Provide logistics administration and basic support.
4. Prepare and develop status reports as required by management.
5. Ensure the correct presentation of all supporting documents.
6. Assist in the planning and delivery of logistics activity.
7. Maintain logistics, suppliers and equipment records.
8. Promote and share ideas for support improvement.
9. Ensure proper filing of documents.
10. Perform other duties, as assigned by the Line Manager

Specific Responsibilities: 

Shopping

1. Consult and support market studies and provide estimated prices. 

2. Participate in the purchasing planning of the PPP project. 

3. Ensure the correct completion of the documentation of purchasing procedures according to the Document Management requirements (offer documents, meeting minutes and general receipt notes). 

4. Manage and monitor all purchasing documentation, such as purchase requests, requests for quotes, bid analysis, minutes and contracts/agreements/purchase orders, duly signed/authorized by relevant personnel before establishing a contractual commitment with suppliers. 

5. Prepare a hard copy of the purchasing file along with payment documents and ensure submission to Finance 

6. Check the accuracy of invoices against orders/contracts/agreements and track partial deliveries. 

7. Ensure adequate documentation for goods ordered and received from abroad. 

8. Responsible for marking all newly purchased NRC assets and registering them in AR and Agresso before shipping to any local office in Colombia. 

9. Enter all required data at all stages of the purchase in the Agresso purchasing system 

10. Prepare draft waiver and file notes if necessary 

11. Make smaller purchases according to the needs of the program 

12. Carry out the logistics management required to achieve the cash transfers requested by the program. 

13. Participate in supplier evaluation and assist the Logistics Officer (Procurement) with updating the Supplier Database

Wineries / Assets

1. Ensure the correct storage and rotation of stock, as well as adequate structural maintenance of warehouses in order to keep all stock in good condition.
2. Ensure that only authorized personnel enter the warehouse and receive supplies or materials.
3. Supervise the packaging, loading and unloading of all materials.
4. Ensure compliance with safety standards for handling operations in warehouses.
5. Report any loss, damage or discrepancy.
6. Ensure timely and efficient shipping and receipt of merchandise.
7. Maintain accurate stock records and controls
8. Organize local labor to affect the timely and efficient receipt and shipment of goods.
9. Assist the Logistics Leader to prepare and submit appropriate supporting documents.
10. Support and train Warehouse assistants and local employees, as necessary.
11. Physically count all inventory, inventory items, and assets at least twice a year and document the results in the inventory report with notes in the Asset Log or Warehouse Inventory Report.
12. Maintain and update NRC asset list and update information in Agresso
13. Maintain the record of General Receipt Notes and Distribution Lists and manage from this the management of payment to suppliers and justification of warehouse departures.
14. Prepare documents for payment of contracts.

Fleet Management 

1. Ensure that vehicles are used and maintained in accordance with the Logistics Manual, the Strategic Road Safety Plan and NRC policies.
2. Ensure that NRC vehicles are equipped with the necessary documents and equipment
3. Plan, schedule and monitor the transportation of personnel and material/equipment according to requests and procedures through the correct management of the fleet app.
4. Ensure that all NRC vehicles are in proper operating condition and with an adequate maintenance plan. 
5. Manage vehicle spare parts requests.
6. Coordinate and facilitate the timely notification of eventualities such as accidents and breakdowns.
7. Ensure proper filing of all vehicle records and reports.
8. Ensure that the vehicle fleet is optimized in size, vehicle models, utilization and operating costs.
9. Support the Logistics Team Leader in managing, evaluating and reporting on fleet management activity/performance.
10. Provide support in testing, training of drivers and authorized personnel.
11. Ensure timely, accurate and correct data entry into the fleet management system.
12. Ensure the filing of daily vehicle movement log sheets and remain attentive to communication with drivers when in the field.
13. Ensure filing of daily, weekly and monthly vehicle/fuel usage reports; prepare statistical reports on vehicle use/distribution
14. Prepare documents for payment of contracts.

Administration

1. Manage the request, sending and receiving of correspondence, attaching evidence and supporting documents for each service, from its issuance to its billing. 
2. Manage and monitor the payment of fixed expenses for the proper functioning of the central office. 
3. Support Support Management in the registration, consolidation and validation of data corresponding to administrative processes. 
4. Carry out the relevant flow to ensure the documentary management of administrative processes. 
5. Manage and monitor the reservation, confirmation, billing and reconciliation process of accommodation services. 
6. Manage and support the platforms arranged for the request of travel services of NRC staff and visitors, in accordance with the current procedures and framework agreements stipulated by the management unit; ensuring proper management from booking to billing. (Portfolio tracking)
7. Support the preparation of purchase requests for the Support unit, monitoring the process from request to delivery. 
8. Preparation of minutes of management meetings, when required.
9. Other tasks assigned by the immediate supervisor in compliance with the objectives of the position.

1. Skills

Professional skills: 

General professional skills: 

1. Experience working in logistics functions in humanitarian aid contexts.
2. Previous experience working in complex and changing contexts.
3. Verifiable experience related to the responsibilities of the position.
4. Some knowledge in the use of the English language and interest in its improvement.

Specific skills, knowledge and experience of the context: 

1. Graduates or graduates of university, technical, technologist careers in Logistics, Business Administration, International Business or other similar branches. 
3. Minimum two (2) years of proven experience in a similar responsibility.
4. Solid knowledge in Supply Management – Supply Chains. 
5. Experience in Warehouse and Warehouse Management.
6. Experience in Fixed Asset Management.
7. Knowledge in Fleet Management.
8. Knowledge in merchandise transportation management at a national and international level.
9. Proficient knowledge of MS Office office utilities (Word, Excel, Power Point, Outlook) and experience in using ERP software.

Behavioral competencies: 

The NRC competency framework establishes 12 behavioral competencies and the following are essential for this position:

1. Manage unsafe environments.
2. Plan and achieve results.
3. Empower and build confidence.
4. Communicate with impact and respect. 

We actively encourage people with disabilities and/or surrogates to apply. We value diversity and are committed to creating an inclusive environment. In application of the Organic Law on Disabilities, art. 7 labor inclusion.