Logistics Officer

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

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.

1. 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:

1. Organize all logistics process and ensure adherence with NRC policies, tools, handbooks, guidelines and donor regulations.
2. Prepare and develop status reports as required by management in weekly, bi-weekly and monthly basis-
3. Establish and maintain good contacts with suppliers, government offices, and other NGOs with regards to logistical matters.
4. Establish proper filing system of all logistics and procurement documents.
5. Promote and share ideas for improvement of the Logistics function
6. Ensure proper procurement, storage and transport of goods
7. Conduct frequent follow up, supervision and spot checks regarding procurement
8. Implement internal controls and procedures for ensuring strict compliance with the NRC Mission’s Logistics Handbook and its standard operating procedures.

Specific responsibilities 

Procurement:

1. Manage all procurement activities at the office as per requests received from the field offices, in compliance with NRC and donors regulations
2. Enforce transparent and open procurement processes, and ensure NRC gets the best value for money
3. Setup frameworks agreement as needed and follow-up their implementation
4. Ensure daily update for the procurement tracking sheet, and communicate with requesters and logistics on the status of orders on a weekly basis
5. Support area offices teams to carry out local market assessments
6. Coordinate with Juba office logistics team for local procurement

Asset Management

1. Ensure that procedures outlined in the NRC Asset Management Manual are implemented for assets kept in Juba by the field office
2. Ensure proper registration, coding and tagging of the assets purchased in Juba for the field office
3. Allocate the assets to individuals as requested, and record their movements
4. Update the asset register on a weekly basis
5. Conduct regular inventories of the assets and ensure compliance with asset register
6. 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
7. 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

1. 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

1. 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.