Logistics and Admin Coordinator (National Position) - Ethiopia
Addis Ababa
- Organization: NRC - Norwegian Refugee Council
- Location: Addis Ababa
- Grade: Mid level - Mid level
-
Occupational Groups:
- Operations and Administrations
- Logistics
- Emergency Aid and Response
- Administration / Office work
- Supply Chain
- Closing Date: Closed
Being an employee of the Norwegian Refugee Council (NRC) in Ethiopia the Logistics and Admin Coordinator is expected to represent NRC in a responsible manner and always act in accordance with NRC’s Code of Conduct.
Roles & Responsibilities:
The Logistics and Admin Coordinator is responsible for the coordination and delivery of an efficient and effective logistics and admin service in Dollo Ado area. This includes implementing, monitoring and following-up across all logistics and admin disciplines to ensure that NRC standard policies and best practices are adhered to. The role will provide leadership, technical support and capacity building to the area logistics and admin staff. S/He is expected to take initiatives and provide guidance, support and services on all matters relating to the organization’s logistics and admin in order to support the achievements of NRC objectives.
Generic Responsibilities:
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 Procurement Officer in Addis on Dollo Ado procurement and transport related matters.
• 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 providing garage;
• Manage fuelling of fleet and fuel contracts ensuring regular fuel consumption test is carried out;
• Ensure that all vehicles are parked in a safe and secure location after working hours in all NRC work locations;
• Ensure security of fleet keys and ensure drivers and other authorized user follows key sign in and out procedures;
• Review fleet management related issues regularly and advise support 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.
Warehouses and Stock Management:
• 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;
• Carry out monthly physical stock counts and reconciliation including recommendations for management decisions. Support regular auditing of all inventory and inventory related documentation;
• Build the capacity of store keepers in effective store management;
• Coordinate the preparation of monthly Stock Reconciliation Reports and disseminate relevant information to programme managers and users.
Administrative Support:
• Developing and maintaining internal and external cleanliness standards of the office premises to ensure a good working environment;
• Continuous improvement of the organizational image through ensuring proper office lay out and outlook;
• Ensuring that reception services are provided in such a fashion that visitors are provided with a warm welcome and that their needs are swiftly attended to;
• Make certain that there that an adequate stock of break tea and cleaning supplies and materials is maintained whilst ensuring that break tea is provided to a high standard of quality and hygiene;
• MA Procurement & Supply Management, Management or related fields
• 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 related 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;
• Fluency in both spoken and written English.
• Planning and delivering results;
• Empowering and building trust;
• Communicating with impact and respect;
• Working with people;
• Coping with change.
Contract period: 10 month
Salary/benefits: According to NRC’s general directions
Duty station: NRC Ethiopia, Dollo Ado with frequent travel to the camps
Roles & Responsibilities:
The Logistics and Admin Coordinator is responsible for the coordination and delivery of an efficient and effective logistics and admin service in Dollo Ado area. This includes implementing, monitoring and following-up across all logistics and admin disciplines to ensure that NRC standard policies and best practices are adhered to. The role will provide leadership, technical support and capacity building to the area logistics and admin staff. S/He is expected to take initiatives and provide guidance, support and services on all matters relating to the organization’s logistics and admin in order to support the achievements of NRC objectives.
Generic Responsibilities:
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 Procurement Officer in Addis on Dollo Ado procurement and transport related matters.
Job description
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 providing garage;
• Manage fuelling of fleet and fuel contracts ensuring regular fuel consumption test is carried out;
• Ensure that all vehicles are parked in a safe and secure location after working hours in all NRC work locations;
• Ensure security of fleet keys and ensure drivers and other authorized user follows key sign in and out procedures;
• Review fleet management related issues regularly and advise support 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.
Warehouses and Stock Management:
• 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;
• Carry out monthly physical stock counts and reconciliation including recommendations for management decisions. Support regular auditing of all inventory and inventory related documentation;
• Build the capacity of store keepers in effective store management;
• Coordinate the preparation of monthly Stock Reconciliation Reports and disseminate relevant information to programme managers and users.
Administrative Support:
• Developing and maintaining internal and external cleanliness standards of the office premises to ensure a good working environment;
• Continuous improvement of the organizational image through ensuring proper office lay out and outlook;
• Ensuring that reception services are provided in such a fashion that visitors are provided with a warm welcome and that their needs are swiftly attended to;
• Make certain that there that an adequate stock of break tea and cleaning supplies and materials is maintained whilst ensuring that break tea is provided to a high standard of quality and hygiene;
Qualifications
Generic professional competencies for this position:• MA Procurement & Supply Management, Management or related fields
• 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 related 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;
• Fluency in both spoken and written English.
Education field
- Administration / Organisation / Management
- Logistics
Education level
- College / University, Master / Phd grade
Personal qualities
• Handling insecure environment;• Planning and delivering results;
• Empowering and building trust;
• Communicating with impact and respect;
• Working with people;
• Coping with change.
Language
- English
We offer
Commencement: ASAP, shortlisting and Interviews will continue as applications are receivedContract period: 10 month
Salary/benefits: According to NRC’s general directions
Duty station: NRC Ethiopia, Dollo Ado with frequent travel to the camps
This vacancy is now closed.
However, we have found similar vacancies for you:
However, we have found similar vacancies for you:
Chargé RH- Administration
Mid level - Mid level
DRC - Danish Refugee Council
Closing 1st of September
Niamey
Chargé Chaine d'approvisionnement - Achats
Mid level - Mid level
DRC - Danish Refugee Council
Closing 2nd of July
Goma
LOGISTICS OFFICER, P3
Mid level - P-3, International Professional - Internationally recruited position
UN - United Nations
Closing 30th of June
Brindisi | Rome