28 Jul 2018

Logistics Coordinator

Job Description

Logistics Coordinator – (Somali National Only) – Somalia

Norwegian Refugee Council

The Norwegian Refugee Council (NRC) is a non-governmental, humanitarian organization with 60 years of experience in helping to create a safer and more dignified life for refugees and

internally displaced people. NRC advocates for the rights of displaced populations and offers assistance within the shelter, education, emergency food security, legal assistance, and water,sanitation and hygiene sectors.

The Norwegian Refugee Council has approximately 5000 committed and competent employees involved in projects across four continents. In addition, NRC runs one of the world’s largest standby rosters -NORCAP, with 650 professionals, ready to be deployed on 72 hours notice when a crisis occurs

P.S: Please ensure that you fill in all details before submitting your application on WebCruiter. Empty and incomplete applications will not be considered.

Rights Respected, People Protected

Founded in 1946, today the Norwegian Refugee Council (NRC) works in both new and protracted crises across 31 countries. Our 6,000 employees provide life-saving and long-term assistance to millions of people every year. NRC specialises in six areas: food security, education, shelter, legal assistance, camp management, and water, sanitation and hygiene. NRC is a determined advocate for displaced people. We promote and defend their rights and dignity in local communities, with national governments and in the international arena.

NRC’s expert deployment capacity, NORCAP, boasts around 1,000 experts from all over the world who can be deployed within 72 hours. NORCAP experts help improve international and local ability to prevent, prepare for, respond to and recover from crises.

NRC also runs the Internal Displacement Monitoring Centre in Geneva, a global leader in reporting on and advocating for people displaced within their own country.

NRC in Somalia

NRC has been active in Somalia since 2004 with four area offices in Kismayu, Mogadishu, Garowe and Hargeisa, providing protection and humanitarian assistance to refugees, internally displaced persons and returnees in Somaliland, Puntland, South Central and Jubbaland regions. NRC offers a comprehensive response for returnees and IDPs of high need, addressing their food security, livelihood, shelter, education, ICLA, and water, hygiene and sanitation needs and also responding to emergencies through NRC’s five core competences; Shelter, Education, Food Security and Livelihoods, WASH and Information, Counselling and Legal Assistance (ICLA).

NRC Somalia is part of NRC’s East Africa and Yemen regional operation which comprises of large-scale multi-country humanitarian and early recovery interventions spread across seven countries (Kenya, Somalia, Ethiopia, Djibouti, Yemen, Eritrea, South Sudan, Uganda and Tanzania). NRC’s overall strategy in the region is to enhance protection and promote the rights of displaced people in humanitarian need by improving living conditions and seeking durable solutions. The regional office is based in Nairobi and works with country programmes to ensure standardization of programmatic and operational approaches, promote multi country programming and ensuring quality and coordination.

  1. Role and responsibilities

The purpose of a Logistics Coordinator is to implement delegated area of responsibility. The following is a brief description of the role.

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.

Implement NRC’s systems and procedures at area level

  1. Ensure adherence to NRC policies, handbooks, guidelines and donor requirements
  2. Prepare and submit reports and analysis
  3. Ensure proper filing of all support documents
  4. Support line managers in procedures and required support team trainings
  5. Management of support team
  6. Provide anti-corruption, transparency and cost efficiency focus in all processes (e.g. in procurement, vehicle management, asset management
  7. Ensure safe and efficient transport of staff and materials/goods

Deadline for application: 10/08/2018

Key info:

Advertiser:

Norwegian Refugee Council

Ref. nr.: 3887826239

Full or part time (%): 100% Full time

Start date: 27/07/2018

End date: 09/08/2018

Number of positions: 1

Search criteria:

Location

Somalia

Industry

Emergency Relief

Special field

Logistics

Role

Worker

Job location:

Somalia, Kismayo, +252

Show job location on larger map

Specific responsibilities

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.

1.1 Effective Procurement Management

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 and projects, establishing deadlines and monitoring implementation

Coordinate the proper monitoring system and control of procurement processes including organization of Request for Quotation, Invitation to Bid, receipt and evaluation of quotations/bids, negotiation of certain conditions of contracts in full compliance with policies and procedures

Undertake supply and service provider 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.

Coordinate the maintenance of data on local supply sources’ and overall performance, (competitive pricing, product quality and timely delivery) of suppliers/contractors.

Be responsible for assessment of training and development needs, planning and implementation of capacity building efforts on procurement, storage and fleet

Guide the 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.

Carry out periodic exercise of risk assessment for the supply/procurement/contracting process to determine high-risk areas and put in place control instruments.

Ensure procurement records are kept and filed appropriately from authorized request to end users Work with Logistics Manager at Country Office on Jubbaland Logistics related matters

1.2.  Ensure a cost-effective fleet Management

Ensure safe and efficient transport of staff and materials/goods

Coordinate the overall management of the area transport fleet and ensure response to programme needs are in line with NRC policies and procedures

Ensure that the procedure for completing travel plans are in place and maintained on a weekly basis, coordinating and communicating the same in a timely fashion.

Ensure safe operation of the fleet through driver selection and training, quality maintenance to include preventive routine checks and regular service and establishing/enforcing fleet operating procedures. Monitor and ensure daily checks/preventive maintenance checks and log books are carried out and ensure that drivers follow the system consistently

Ensure vehicle service schedules are respected and proper, timely and high quality maintenance is done by service providers

Ensure that all vehicles are parked in a safe and secure location after working hours in all NRC work locations

Review fleet management related issues regularly and advise Area Manager as appropriate

Prepare and submit regular reports including monthly fleet reports, break downs, accidents, fuel usage, fleet KPIs

Continually improve transport systems, policies and procedures, and identify existing problems, challenges and recommend improvement measures/plans.

1.3. Ensure effective warehouses, stock and asset Management practices

Implement and ensure full compliance with the NRC warehouse policies and procedures ensuring

appropriate systems     for the receipt and dispatch of all supplies.

Guide the logistics officers and store keepers in effective stores and stock management principles ensuring right records are in place

Ensure regular stock checks and asset and inventory verification are completed, documented and reported. Carry out bi-annual physical stock counts and reconciliation including recommendations for management decisions.

Ensure management of assets through Aggresso asset management module

Coordinate the preparation of monthly Stock Reconciliation Reports and disseminate relevant information to programme managers and users.

1.4 Performance and Professional Development Management

Ensuring that work is planned and organized, that staff are given appropriate workloads and are clear about what is expected of them (e.g. by writing job descriptions, setting performance objective and goals, holding task planning meetings etc.)

Supporting staff in order to enable them to give of their best e.g. by encouraging and praising good performance, coaching, assisting staff to prevent or resolve problems, taking firm action in the face of poor performance etc.

Line manage and supervise the Logistics team in Jubbaland

Develop and implement a training and capacity building plan for procurement, transport and stores staff

Regularly visit field locations and provide logistics staff with onsite support

Carry out induction for new staff

Raise awareness on NRC policies and procedures to relevant staff, Code of Conduct, Anti-corruption etc

Professional competencies:

BA Degree in Logistics and Procurement Management/Business Administration or equivalent At least five years’ experience as a logistics and Admin. officer with an INGO

Experience from working as a Logistics Coordinator in a humanitarian/recovery context

Previous experience from working in complex and volatile contexts

Documented results related to the position’s responsibilities

Knowledge about own leadership skills/profile

Fluency in English, both written and verbal

Context/ Specific skills, knowledge and experience:

Computer skills (Common Microsoft Windows and Office applications);

Excellent interpersonal and communication skills;

Ability to organize and prioritize work;

Ability to work under pressure and meet deadlines;

Documented results related to the position’s responsibilities;

Knowledge about own leadership skills/profile;

Behavioral competencies

Managing resources to optimize results

Managing performance and development

Analyzing

Handling insecure environments

Empowering and building trust.

Additional Information:

Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline

Email and paper applications will not be considered.

Qualified female candidates are particularly encouraged to apply.

Contract period: December 2018 with possibility of extension.

Salary/benefits: According to NRC’s salary scale and terms and conditions

Duty station: Kismayo

Travel: travelling is expected.

NRC may be required to verify the identity of its partners and to check that its partners have not been involved in illegal activities. NRC reserves the right to use electronic screening tools for this purpose.

NB: All employees of the Norwegian Refugee Council should be able to adhere to our Code of Conduct and the

four organizational values: Dedicated, innovative, inclusive and accountable

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