Logistics Technical Assistant - Mubi at Norwegian Refugee Council (NRC)

Role and Responsibilities

Generic responsibilities

• Assist in supporting the warehouse team to ensure smooth operations and contribute to the capacity-building efforts under the supervision of senior logistics staff.
• Help implement NRC’s logistics policies and procedures related to warehouse management at the Area Office level, ensuring tasks are carried out in line with organizational guidelines.
• Ensure compliance with NRC’s Logistics Handbook, relevant policies, and donor requirements in day-to-day warehouse processes.
• Support efforts to maintain anti-corruption, transparency, and cost-efficiency principles in all logistics activities and warehouse operations.
• Assist in organizing and maintaining an efficient filing system and archiving process in accordance with local requirements and NRC standards.
• Help ensure that warehouse management systems are properly followed, supporting the team to ensure that inventory and stock are managed accurately.
• Assist in preparing monthly logistics reports and forwarding them to the Logistics Coordinator for review and further action.

Specific responsibilities 

Procurement Support:

• Assist in ensuring that all procurements are carried out in accordance with NRC logistics policies, procedures, and donor regulations.
• Help check and receive purchase requisitions, and assist in initiating the procurement process in line with NRC procurement guidelines.
• Support the preparation and distribution of RFQs (Request for Quotations) and ITBs (Invitation to Bids), ensuring they are sent out within the agreed lead time.
• Assist in completing and issuing purchase orders as per NRC regulations and the approved procurement process.
• Support the review of procurement documents, such as bid analysis, purchase orders, and payment documents, ensuring they are accurate before submission for verification and approval.
• Help check payment documents according to the procurement checklist before submission to finance for processing.
• Provide assistance in the pre-qualification process of suppliers and service providers.
• Conduct market surveys, as required, to help identify suitable and reliable suppliers and service providers.
• Maintain an updated vendor database at the area level to support procurement activities.

Fleet Management Support:

• Assist in tracking and managing vehicles in the fleet, ensuring proper coordination of vehicle usage when required to support area office activities.
• Help ensure that vehicles are checked daily and support the scheduling of regular service and maintenance in line with agreed schedules, including managing vehicle fueling and service agreements.
• Ensure that vehicles have up-to-date and valid documentation.
• Assist in receiving travel requests, maintaining trip schedules, and updating the Staff Movement Board.
• Support the preparation of logistics site reports, including vehicle and generator performance reports.
• Help monitor the proper usage and maintenance of the Country Office Generator, ensuring up-to-date records of usage and service in the logbook.

Asset Management Support:

• Assist in maintaining an updated record of all assets, including tracking donor information, asset value, and location.
• Support the management of staff-issued assets, and help ensure that all asset movements and disposals are properly documented.
• In the absence of the asset focal person, help oversee the issuance and return of assets to/from staff.
• Update the asset register and submit it to the country office monthly in the absence of the asset focal person.

Filing and Documentation Support:

• Assist in conducting regular spot checks to ensure that all documents on O365 are properly filed and meet the required quality standards.
• Help ensure that all vendors and consultants working with NRC have valid background checks and maintain an up-to-date register of these checks.

Stock Management and Inventory Support:

• Assist in periodic cycle counts as per standard operating procedures to ensure the stock management system is followed by staff and storekeepers.
• Support the team in conducting year-end stock inventories and assist in preparing inventory reports.
• Help programs establish and implement reliable stock distribution plans to prevent the accumulation of expired or unusable items in the warehouse.
• Provide assistance and support to storekeepers with their daily functions and reporting tasks.

Warehouse Operations Support:

• Assist in overseeing warehouse operations by supporting the maintenance of proper stock-keeping records, ensuring good storage conditions, and assisting in maintaining facility security.
• Support warehouse staff with the receipt, handling, storage, dispatching, and reporting of goods through the NRC warehouse(s).
• Maintain records for warehouse staff designated to receive and dispatch goods, ensuring proper documentation.
• Assist in ensuring warehouse security and the accurate management and documentation of all stock.

Materials Receiving and Dispatch:

• Support the receipt of materials from suppliers and other sources, ensuring proper documentation is completed.
• Help inspect materials upon receipt, updating the required documentation accordingly.
• Assist in liaising with the Logistics Coordinator to advise programs on potential inventory shortages and provide updates on stock levels.
• Support in inspecting materials for dispatch and updating the appropriate dispatch documents.rehouse Documentation and Reporting:
• Assist in maintaining the Warehouse activity book (Warehouse Register) for all incoming and outgoing materials.
• Ensure the Warehouse Authorization Schedule is up-to-date and displayed.
• Participate in monthly stock counts and provide accurate reports on inventory.
• Fully support the 10% inventory cycle count for all stock and assist in conducting internal inventory checks.
• Help ensure proper implementation of stock management procedures such as FIFO, FEFO, and LIFO for goods in the warehouse

Warehouse Organization and Support:

• Assist in ensuring that storage facilities are well-organized, with appropriate layouts and clear signage in strategic locations.
• Support the supervision of casual laborers and assist with assigning tasks related to warehouse operations.

Warehouse Safety and Security Support:

• Assist in maintaining physical security of the warehouse by ensuring that access is restricted to authorized personnel only.
• Help implement and maintain clear safety procedures within the warehouse.
• Support in the maintenance of warehouse buildings, fittings, and equipment, ensuring that they are in good condition.
• Assist in ensuring the warehouse is regularly fumigated and maintained to prevent pests and rodents.
• Help maintain and periodically service fire extinguishers and other safety equipment.

Qualifications

Generic Professional Competencies: 

• Bachelor’s degree in supply chain management; professional qualifications on CIPs or any other supply chain related field.
• Experience from working as in any reputable organization with good documentation system
• Documented results related to the position’s responsibilities
• Fluency in English, both written and verbal 
• Office organization skills, 
• Computer skills (Microsoft Office)
• Good communication skills
• Capable of handling pressure
• Fluency in English, Hausa is an asset

Behavioural competencies

• Ability to think strategically to anticipate logistics needs, identify potential bottlenecks, and create actionable plans to optimize the supply chain and ensure timely deliveries.
• Effectively managing logistics resources (personnel, vehicles, warehouses, etc.) to ensure optimal allocation, reduce costs, and improve operational efficiency across the supply chain.
• Capability to initiate and drive improvements in logistics processes, influencing internal teams, vendors, and suppliers to implement changes that enhance performance and outcomes.
• Communicating logistics-related information clearly and respectfully to internal teams, external partners, and stakeholders, ensuring smooth coordination and mutual understanding.
• Demonstrating resilience and adaptability in managing logistics in challenging, unpredictable environments, such as those with limited infrastructure or under operational pressure