Logistic & Administrations Intern
- Job category: Logistics/Supply Chain
- Post date:12 Sep 2019
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Logistic & Administrations Intern – Dollow (open to Somali nationals only)
Somalia, Norwegian Refugee Council
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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 nine 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.
Role Specific Information
The purpose of the assistant intern position is to assist in the day to day implementation of the support functions responsibilities.
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|Duties and responsibilities|
Adhere to NRC policies, tools, handbooks and guidelines
Assist with the implementation of the 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
Ensure all procurement processes are in compliance with logistics handbook and donor requirements Preparation of RFQs, getting quotations, prepare bid analysis and upload POs.
Liaise with suppliers to ensure prompt and accurate delivery of goods and services.
Assist with Organizing of transport of materials according to procedures on a timely manner Manage inventory list for the Dollow field oﬃce and update when new items are bought
Ensure accurate inventory reports are sent to the logistics coordinator on a timely manner.
Ensure there is a proper filing system for procurement documents for easier retrieval and when needed and also an archive for old documents.
Facilitate the receiving and dispatching of supplies and project materials to the respective field oﬃces on a timely manner.
Arrange for staff and visitor’s flight bookings, transport and accommodations. Ensure that the telephone bills, electricity and water bills are paid on time
Ensure adequate inventory of oﬃce and guesthouse supplies and consumables Supervise and appraise the cleaners and cooks
Receive all incoming supplies; inspect and verify for conformity to the order specifications and delivery notes.
Ensure that all goods received are stored in assigned storage locations and handled as per NRC procedures of safety, security, accountability and transparency.
Distribute materials, products, parts and supplies to field staff based on NRC procedure.
Monitor the operations in the warehouses to ensure adherence to policies, process, procedure and guidelines.
Conduct periodic inventory of stock and ensure that relevant documentation are created, updated and accurate.
Consolidate material update reports for programs and advise on stock levels.
Ensure effective trucking of materials in the warehouse and returns from the field.
Ensure proper and clear records of all incoming and outgoing materials in the warehouses are kept and maintained in standard NRC templates.
Review stock details and recommend disposal of excess, expired, defective or obsolete stock. Compile periodic stock reports.
Requisition, receive, record, distribute and maintain adequate inventory of oﬃce and guesthouse supplies and consumables.
Ensure order and cleanliness of the oﬃces and accommodation facilities.
Organize facilities maintenance and cleaning of the warehouses and other storage facilities. Any other duties assigned by your supervisor
Minimum of Higher Diploma in Business Administration or Logistics related field preferred Minimum of 1 year of experience in a similar role
Experience working in a humanitarian and volatile context. Documented results related to the position’s responsibilities Knowledge about own skills/profile
Knowledge of English is a mandatory
Good communication and interpersonal skills
Wide knowledge of the NGO operations and the dynamics of the humanitarian sector is an advantage A strong administrative service orientation
Keen sense of compliance with policy and procedure Personal conflict resolution and problem solving skills
Ability to keep up to date with modern trends in technology and match this with internal specifics Possess cultural awareness and sensitivity
Hands on experience in server installations and configurations
Ability to analyze, troubleshoot, support and implement technical solutions at all levels Ability to work independently and as part of a team
We can offer
Contract period: 6 months
Salary/benefits: According to NRC’s salary scale and terms and conditions
Duty station: Dollow
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.
Location: Dollow Somalia
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