LOGISTICS OFFICER-VACANCY AT THE NORWEGIAN REFUGEE COUNCIL

 Responsibilities

• The Logistics Officer is responsible for managing AO Procurements, vehicle fleet, assets, and warehouses, to ensure effective, transparent, and accountable logistic support to the Norwegian Refugee Council programs in NRC Nigeria. Liaison with program teams to ensure adequate logistical consideration for coordination and planning of program implementation.
• Provide technical support and guidance to program teams on logistical elements of distribution & procurement planning.

Generic Responsibilities:

• These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work and Development plan.
• Ensure adherence to NRC policies, tools, handbooks, and guidelines
• Implement delegated support function portfolio according to plan of action
• Prepare and develop status reports as required by management
• Ensure proper filing of documents
• Promote and share ideas for improvement of the support function

Job Responsibilities
Procurement:

• Process procurements within the AO threshold as per approved guidelines, procedures, and forms (Purchase Requests, Purchase Orders, Goods Received Notes, Service Completion forms, etc.)
• Check the availability and prices of requested items in the local market; liaise with the country office if procurement must be conducted there or at the area office level
• Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date on which they are expected to be supplied to the projects
• Prepare monthly summary reports for all procurements identifying problems in operations and solutions proposed
• Oversee all arrangements for meetings and conferences as required ensuring these are delivered to a high quality and cost-effectively
• Updates and Manages the Procurement tracker
• Updates and manages the contract tracker Ensure that all procurements are done according to NRC logistics policies, procedures, and donor regulations.
• Check and receive purchase requisitions and initiate the procurement process according to NRC procurement regulations.
• Ensure RFQs are prepared and sent out within the agreed lead time.
• Complete and issue purchase orders by NRC regulations.
• Check procurement documents (Bid analysis, Purchase orders, Payment documents, etc…) and submit them to signatories for verifications and approvals.
• Check payment documents as per the procurement checklist before submission to finance.
• Follow up with supplies and organize for delivery of materials.
• Conduct regular market surveys to identify suitable and reliable suppliers and service providers.
• Maintain an updated vendor database at the area level.
• Update and share the procurement tracker regularly.
• Submit invoices from suppliers and the relevant procurement documents to finance.

Fleet Management:

• Managing and tracking all vehicles on the fleet, when required to support the area offices
• Ensure that vehicles are checked daily and that regular service and maintenance are carried out as per the agreed schedule as well as managing service agreements such as vehicle fueling.
• Ensure vehicles have current and lawful documentation.
• Receive travel requests and maintain trip schedules and Staff Movement Board.
• Produce logistics site report, vehicle, and generator cost performance report.
• Ensure proper usage and Maintenance of the Area Office Generator by keeping an up-to-date Generator Logbook for usage and services.

Asset Management:

• Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issues, and recording all asset movements and disposals
• Oversee the issuance and return of assets to/from staff in the absence of assets focal person
• Update the Asset Register and send it to the country office every month in the absence of the assets focal person

Warehousing Management:

• Will only provide a supportive role in the absence of area warehouse staff.
• Manage and maintain the physical warehouse.
• Ensure quarterly stock check and reconciliation.
• Ensure random spot checks on the stock in the warehouse
• Ensure all program stock is released through the NRC Stock release/requisition form and accompanied by a waybill to Beneficiaries/point of usage.
• Ensure the BHs and the Area Office Logistics Team Lead are informed about all stock under expired, expiring SOF and other irregularities or discrepancies in the warehouse respectively.

Critical interfaces:

• By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:
• Coordination for the movement of materials – Program Managers and Field Coordinators
• Coordination of Field office operations and requirements – Area Manager
• Logistics Technical support for Field Offices – Logistics Manager
• Implementation – Logistics Team Lead, Logistics Assistant
• Follow up of Admin related Field issues, especially maintenance and repairs of facilities – HR Coordinator/Admin Officer
• Work in close collaboration with the finance and administration departments to ensure effective operations and strong team spirit

Qualification

• Bachelor’s Degree in Business Administration or any related field.
• At least 3 years experience in a similar role.
• Experience with computers – Microsoft Word and Excel plus email
• Previous experience working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Good knowledge of the English Language.

 Location: Jos, Plateau, Nigeria.

Apply: LOGISTICS OFFICER