Logistics Officer at Norwegian Refugee Council (NRC)

JOB DESCRIPTION

• We are looking for people who are passionate about helping refugees and people forced to flee. 
• If you are those people, the Norwegian Refugee Council in Nigeria is looking for an enthusiastic and passionate Logistics Officer to join our team in Jos, Plateau State.  

Role and 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 with 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

Specific responsibilities

Procurement

• Process procurements within the AO threshold as per approved guidelines, procedures and forms (Purchase Requests, Purchase Orders, Goods Received Notes, Service Completion form etc.)
• Check the availability and prices of requested items in the local market; liaise with country office if procurement must be conducted there or at area office level
• Prepare a weekly summary of all outstanding purchase requisitions, showing the current status of the items and the date 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 in accordance with 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 prepare and send out within the agreed lead time.
• Complete and issue purchase orders in accordance with NRC regulations.
• Check procurement documents (Bid analysis, Purchase orders and Payment documents etc...) and submit to signatories for verifications and approvals.
• Check payment documents as per 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 updated vendor database at area level.
• Update and share the procurement tracker on regular basis.
• Submit invoices from suppliers and the relevant procurement documents to finance.

Fleet Management

• Managing and tracking of all vehicles on the fleet, when required to support the area offices
• Ensure that vehicles are checked on a daily basis, and that regular service and maintenance is carried out as per agreed schedule as well as managing service agreements such as vehicles 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 Log book for usage and services.

Asset Management

• Maintaining up-to-date control of all assets including tracking donor, value, and location, managing staff issue, 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 Asset Register and send to country office every month in the absence of the assets focal person

Warehousing Management

• Will only provide supportive role in the absence of area warehouse staff.
• Manage and maintain the physical warehouse.
• Ensure quarterly stock check and reconciliation.
• Ensure random spot check on stock in the warehouse
• Ensure all program stock are released through NRC Stock release/requisition form and accompanied with 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 discrepancy 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

QUALIFICATIONS

• 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 
• Bachelor's Degree in Business Administration or any related field. 
• At least 3 years experience in a similar role