Organization: NRC – Norwegian Refugee Council
Location: Juba
Grade: Junior level – Junior
Occupational Groups:
Logistics
Supply Chain
Closing Date: 2024-07-22
Job Description
A job description is a written statement that describes the employee’s role and responsibilities. The role and responsibilities shall be executed within the NRC framework. The job description facilitates the recruitment process by stating the necessary competencies. It is mandatory for all positions.
Position: Logistics Officer
Grade: 5
Reports to: Area Support Manager
Supervision of: N/A
Duty station: Juba
Travel: None
Project number: SDFP0000
Duration and type of contract: 6 months renewable
Starting date: as soon as possible
All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.
Role and responsibilities
The Logistics Officer will be based in Juba and provide support to supply and procurement functions for hard to reach / field areas. The Logistics Officer may be requested to travel to the field to provide support when need be.
Generic responsibilities:
Organize all logistics process and ensure adherence with NRC policies, tools, handbooks, guidelines and donor regulations.
Prepare and develop status reports as required by management in weekly, bi-weekly and monthly basis-
Establish and maintain good contacts with suppliers, government offices, and other NGOs with regards to logistical matters.
Establish proper filing system of all logistics and procurement documents.
Promote and share ideas for improvement of the Logistics function
Ensure proper procurement, storage and transport of goods
Conduct frequent follow up, supervision and spot checks regarding procurement
Implement internal controls and procedures for ensuring strict compliance with the NRC Mission’s Logistics Handbook and its standard operating procedures.
Specific responsibilities
Procurement:
Manage all procurement activities at the office as per requests received from the field offices, in compliance with NRC and donors regulations
Enforce transparent and open procurement processes, and ensure NRC gets the best value for money
Setup frameworks agreement as needed and follow-up their implementation
Ensure daily update for the procurement tracking sheet, and communicate with requesters and logistics on the status of orders on a weekly basis
Support area offices teams to carry out local market assessments
Coordinate with Juba office logistics team for local procurement
Asset Management
Ensure that procedures outlined in the NRC Asset Management Manual are implemented for assets kept in Juba by the field office
Ensure proper registration, coding and tagging of the assets purchased in Juba for the field office
Allocate the assets to individuals as requested, and record their movements
Update the asset register on a weekly basis
Conduct regular inventories of the assets and ensure compliance with asset register
Provide a monthly physical count/check where all assets are located and their status confirmed; coordinate with the responsible officer for tracking assets in other offices to ensure the location and status of assets
Advise colleagues on guidelines of NRC asset and equipment using guidelines.
Warehouse Management
Coordinate with Juba Logistics team for the storage of items purchased in Juba prior to their shipment to the field office
Ensure proper documentation is kept in dealing with daily warehouse operations i.e. GRNs, Stock Release Forms, Waybills, etc.
Ensure timely dispatch of materials to the field
Report warehouse movement on a monthly basis.
Transportation
Advise on transportation options from Juba to the field office taking into account value for money, security and seasonal constraints
Prepare the items for road and air transportation to the field office: packaging, marking, consignee details
Organize shipment of goods to the field office, in coordination with Juba Logistics and Admin teams
Follow-up shipments and inform consignees in the field office of any delay or issue
Maintain records of all shipments and ensure proper filing of documentation
Critical interfaces
By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:
Finance, HR, Admin and Programme Team.
Local Authorities & Stakeholders
Auditors – Year end Audit
Vendors – Payment and Enquires
Competencies
Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:
1. Professional competencies:
These are skills, knowledge and experience that are important for effective performance.
Generic professional competencies:
BA Degree in Supply Chain Management, Logistics or relevant field
Minimum of 1 years’ experience from working as a Logistician, Procurement or Warehouse 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 required; Arabic language skills a major advantage.
Context/ Specific skills, knowledge and experience:
Ability to work independently
Proven experience of working in complex organization
2. Behavioral competencies:
These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:
Planning and delivering results
Empowering and building trust
Communicating with impact and respect
Performance Management
The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:
The Job Description
The Work and Development Plan
The Mid-term/End-of-trial Period Performance Review Template
The End-term Performance Review Template
The NRC Competency Framework
At NORCAP, we work to better protect and empower people affected by crises and climate change. With expertise in the humanitarian, development and peacebuilding sectors, we collaborate with local, national and international partners on finding solutions to meet the needs of people at risk. NORCAP is part of the Norwegian Refugee Council.