Job Description

Position:                                           Logistics and Administration Assistant

Grade:                                               3, step 1

Reports to:                                        Logistics Coordinator

Supervision of:                                 Non

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Duty station:                                      Arua Area Office

Travel:                                              20%

Duration and type of contract:    8 Months

All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

  1. Role and responsibilities

The Logistics and Administration Assistant will provide logistics administration and basic logistics support to the Arua Area Office as well as other West Nile Offices as and whenever need arises. Contributes to the planning and delivery of logistical activities in line with procurement and deployment schedules.

Generic responsibilities 

  1. Adhere to NRC policies, tools, handbooks and guidelines
  2. Assist with the implementation of the support function portfolio according to plan of action
  3. Prepare and develop status reports as required by management
  4. Ensure proper filing of documents
  5. Promote and share ideas for improvement of the support function

Specific responsibilities

Logistical Roles

  1. Responsible for the Logistical, clerical, and administrative tasks in the Arua office
  2. Assist the Activity team to maintain daily office functions.
  3. Coordinate logistical support.
  4. Monitor office equipment and supplies.
  5. Responsible for routine administrative tasks, including but not limited to distribution of invitations, letters, books, meeting minutes, and other printed materials as needed.
  6. Support office with printing, copying and binding materials.
  7. Ensure Activity staff administrative needs are met.
  8. Assist with Activity travel, such as coordinating hotel bookings, ticket reservations, and car arrangement.
  9. Carry out other duties and responsibilities as directed by the Logistics coordinator.

Administrative Roles

  1. Support the in arranging meetings, trainings, seminars, workshops and staff parties when requested.
  2. Support staff on accommodation booking, follow-up all invoices and ensure timely submission of Hotel bills to Finance for payments.
  3. Support the Logistics Coordinator to ensure all Service contractors have an individual file, and that these are updated with all relevant documents monthly.
  4. Under the supervision of the Logistics Coordinator, follow up with Program teams to ensure all Service Contractor timesheets are submitted in time on a monthly basis
  5. Ensure all Service Contractor timesheets are well filed in each of the individual files
  6. Ensure Proper Store management for the Arua Office store, ensuring that items are released upon approved requests.
  7. Ensure all store related documents are fully updated at all times, and sharing the Arua store inventory report as per the required time lines.
  8. Perform any other official duties as may be assigned by the supervisor.

Critical interfaces

  • West Nile Logistics team
  • West Nile Finance team
  • West Nile HR Coordinator
  • West Nile staff
  • Accommodation service providers
  1. Competencies

1. Professional competencies

Generic professional competencies for this position:

  • 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

Context related skills, knowledge and experience

  • Example: Knowledge of procurement
  • 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 advantag

2. Behavioral competencies (max 6)

  • 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 the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

  • The Job Description
  • The individual Work- and Professional Development Plan
  • The 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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