Logistic Assistant (3 positions)

Job description 

Position:                                   Logistic Assistant (3 positions)

Grade:                                      3, Step 1

Reports to:                               Field Coordinator and Logistic Coordinator

Supervision of:                         Field based Store Clerks

Duty station:                             Rhino Camp, Adjumani and Yumbe

All NRC employees are expected to work in accordance with the organization’s values. To be dedicated, innovative, inclusive and accountable are attitudes and believes that shall guide our actions and relationships.

Background

The Logistics Assistant will report directly to the Field coordinator and technically to the Logistics Coordinator and will be responsible for providing logistical support and stores management to the NRC area office in Rhino Camp. He/she will work closely with the field Coordinator and liase with Logistics, finance and programs teams on ground to facilitate logistical support and stores management to the area program.

1. Role and responsibilities

The purpose of a Logistic assistant is to assist in the day to day implementation of the logistic function’s responsibility at the Field Offices

Generic responsibilities

1. Adhere to NRC policies, handbooks, guidelines, and donor requirements
2. Assist with the implementation of the logistic function’s portfolio according to Plan of Action
3. Provide logistic administration and basic support
4. Prepare and develop status reports as required by management
5. Ensure proper filing of all support documents
6. Assist in the planning and delivery of logistic activity
7. Maintain logistic records, suppliers and equipment
8. Promote and share ideas for improvement of the logistic function
9. Perform other duties, as assigned by Line Manager

Specific responsibilities

Stores management

• Provide for safe custody of goods in the NRC Stores and ensure that all documentations required for stock are updated regularly
• Keep daily records of stores movement in terms of goods received, dispatched and documentation of destinations are kept in orderly manner.
• Responsible for accurately filling in and update all the warehouse records including stock cards and bin cards-ensure quantities recorded correspond to physical stock in stores.
• Ensure all goods that leave the store have well documented and approved stores requisition forms and have a way bill to accompany them.
• At dispatch of goods ensure requesters return waybills from the receiving entity that have received the goods.
• Plan and organize the warehouse for ease of tracing stores items and for quarterly and annual stock counts
• Ensure that warehouse monthly reports are submitted to the Logistics coordinator the end of each month.
• Prepare and submit to quarterly and annual inventory and stock count reports
• Supervise loading and off-loading of the goods to make sure it is properly undertaken. Goods must carefully be inspected and counted during off-loading before accepting in the warehouse and during loading before dispatch.
• Ensure warehouse is clean, dry and free from rodents/pests.
• Maintain good warehousing standards and orderliness- ensure pallets and frames are in place in an organized manner for ease of categorization of goods

Fleet Management

• Ensure proper management and allocation of office vehicles while ensuring that they are tracked, parked and are secure at all times in the area office
• In coordination with drivers on ground ensure timely monthly reports are prepared on vehicle mileage, fuel consumption reports, repairs and maintenance
• Ensure all vehicles are in good working condition and supervise their maintenance and cleanliness
• Maintain an up to date and easily accessible motor vehicles and motorcycle filing systems for all categories of logistics in an orderly manner
• Ensure safe custody of logistical spare keys, and other key items, documents in safe, confidential lockable place
• Ensure an up to date register of cars, motorcycles, and other logistical items at hand and ensure their status and locations are updated on a monthly and shared with Logistics coordinator.
• Manage and organize ground transport logistics in the most cost effective and efficient manner and as per stipulated travel policies and any applicable regulations
• Ensure that key vehicle insurances, services are documented, tracked and prompt procedures are made for renewal of insurances and service.
• Supervises drivers for the Field Office and is responsible for their performance management
• Performs other duties as assigned.
• Coordinate and process car hire and local air travel requests from users in line with approved logistic plans ensuring cost effectiveness
• Managed the contracted car hire firms to ensure satisfactory and efficient services to the users within the approved rates

Critical interfaces

• West Nile Logistics team
• West Nile Finance team
• West Nile Rhino Camp staff
• VST Store Clerks

1. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. Competencies are relevant for all staff and are divided into the following categories:

1. Professional competencies

Generic professional competencies:

• Basic experience from working as a function officer in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Some knowledge in English, both written and verbal

Context related skills, knowledge and experience:

• Bachelor’s degree in business Administration or Procurement and Logistics or equivalent relevant field
• At least 2 years working experience in handling logistics and Administrative work in busy environment
• INGO Experience will be added advantage
• Good knowledge of Donor rules and regulations and donor requirements
• Proficiency in Microsoft office (Outlook, Word, Excel, and Power point)
• Responsive to emergent situations Orderliness
• Ability to handle multiple tasks simultaneously with prioritization
• Experience from working as a Warehouse Clerk/Assistant in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Experience with procurement &logistics procedures and regulations.
• Previous experience working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Must be fluent in English, both written and verbal.
• Understanding of the operational context in West Nile will be an added advantage

2. Behavioural competencies 

• Managing resources to optimize results
• Managing performance and development
• Analysing
• Handling insecure environments
• Empowering and building trust
• Working with people
• Communicating with impact and respect
• Planning and delivering results
• Handling insecure environments
• Able to work with minimum supervision.
• Good Negotiation skills
• Good Interpersonal skills

1. Performance Management

The employee will be accountable for and evaluated on the responsibilities and the competencies, based on NRC’s Performance Management Framework. The following documents will be used for performance reviews:

• The Job Description
• The individual Work- and Professional Development Plan
• The NRC Competency Framework

Application Procedure

• Application is online only; Qualified Uganda Nationals only
• submit application, detailed curriculum vitae and academic documents as a single PDF document by 20th August 2021
• Only shortlisted candidates will be contacted, and CVs will be reviewed on a rolling basis;
• NRC will at no stage of recruitment process request candidate to make payments of any kind. Further, NRC has not retained any agent to conduct recruitments on behalf of the organization.
• NRC is an Equal Opportunity Employer. Qualified Female Candidates are encouraged to Apply

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