Job Description

A job description is a written statement that describes the employee’s role and responsibilities. The role and responsibilities shall be executed within the NRC framework. The job description facilitates the recruitment process by stating the necessary competencies. It is mandatory for all positions.

Position:                      Logistics Coordinator West Nile

Reports to:                  Area Manager, with technical support from the Logistics Manager

Supervision of:            Logistics officers

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Duty station:                Arua, Uganda

Norwegian Refugee Council (NRC) has been implementing projects for internally displaced persons and refugees in Northern Uganda, West Nile and South West since 1997. Having phased out by 2014, NRC was re-registered in Uganda in the same year as part of Horn of Africa programme with its regional office in Nairobi, Kenya, with focus on addressing humanitarian needs of South Sudanese refugees in West Nile. Currently NRC Uganda still has its major operations in West Nile, as well as expanded to Kampala for urban refugee response and to South West to provide emergency response to new arrivals from DR Congo.

The Logistics Coordinators are responsible to perform overall area coordination and implement delegated authority in logistic systems and procedures. Responsible to coordinate area logistics operations planning and management of logistic activities. Plan and deliver a variety of procurement or other logistics related activities, including deployment and distribution, asset management, monitoring/checks, area logistics strategic planning, fleet management, stores management and reporting for the specific assigned Area. Contribute to strategies for efficient and effective running of Area Logistics and ICT. The purpose of the position is to oversee and implement NRC’s logistics systems and procedures in the West Nile area. The position is based in the area office in Arua with frequent travels to all related field locations within the area of assignment (Yumbe, Rhino/Imvepi and Adjumani for the moment)

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 post holder will have line management responsibility and manage staff performance and development (coach and guide) for the logistic team. The Logistics Coordinator, reporting directly to the Area Manager, with technical support support/ oversight of the Country Office Logistics Manager will is responsible for Master procurement planning in close coordination with program teams, compliance and capacity building of the area office logistics team.

Generic responsibilities

  1. Ensure that Area set up comply with Logistical Handbook, NRC policies and donor requirements
  2. Implement NRC’s logistics systems and procedures
  3. Training the logistics team and support of line managers/ area office with logistical responsibilities
  4. Management of the logistics team in respective Area of assignment- West Nile
  5. Ensure anti-corruption focus in procedures and trainings
  6. Establish filing systems/archives and inventories according to NRC standards in all offices
  7. Promote the rights of IDPs/returnees in line with the advocacy strategy
  8. Stock Management and Asset Management at Area Level- West Nile
  9. Fleet Management support at Area level and ensure maximum fleet Utilization.
  10. Ensure Project Procurement and Area Procurement Planning and Strategic Sourcing Plans are in place in liaison with line Manager and Participate in Grant Opening and Closing meeting.

Specific responsibilities

  1. Ensure proper accounting, reporting and internal control systems and maintenance of records
  2. Responsible for regular market surveys, and ensuring they are documented for program use in the procurement process
  3. Ensure timely and cost effective procurement of goods and services to support program implementation in close coordination with the Core Competency Leads (Education, LFS, WASH, ICLA, etc…)
  4. Supervise and build capacity of the logistics team in the area of responsibility and provide refresher training on SOP’s to both logistics and programme staff
  5. Provide monthly reports on all logistics activities and ensure logistics KPIs are achieved, reports posted on time on O365 for line Manager review.
  6. Ensure Vehicle Quality Control measures in place and have framework Agreements where necessary.
  7. Ensure sound inventory, stock and asset management in place as per NRC’s system for stores and warehouse management are in place
  8. Carry out Annual and Bi-Annual Stock Counts per NRC policy and guidelines with all reconciliations done and discrepancies reported, investigated and closed.
  9. Actively participate in the reconciliation of deliverables.
  10. Ensure ICT policy and inventory system is in place and adhered and ICT systems are fully functional in the support of program activities
  11. Assist the Admin department to ensure that all NRC properties and assets in those offices are managed properly.
  12. Lead in the Supplier management relations and agreements including service provider like travel agencies, clearing agents, etc.
  13. Support in creating a healthy working environment
  14. Actively participate in the implementation of audit activities
  15. Assume responsibility to develop and or encourage innovative and proactive approaches in logs.
  16. Assist with any other duties assigned by the Line Manger and Area Manager, as and when required.

Critical interfaces

  • Country/Area Office
  • Support staff
  • Programme staff
  • Donor or funder Logistics Unit
  1. Competencies

Management skills

  • Change Management
  • Entrepreneurial skills
  • Strategic thinking
  • Cross functional collaboration
  • Managing resources to optimize results
  • Managing performance and development
  • Planning and delivering results
  • Patient, flexible and creative; sense of humor is an asset
  • Diplomatic skills; good communication, interpersonal, analytical and negotiation skills

Decision Making skills

  • Risk Management
  • Categorization and Strategic sourcing
  • Financial acumen
  • Make or buy (insourcing or outsourcing)
  1. Behavioral competencies
  • Team working skills
  • Empathy
  • Creativity
  • Stakeholder engagement
  • Communication Skills
  • Handling Cross Cultural Skills
  • High Level Communication
  • Selling and influencing skills
  •  Working with people
  • Communicating with impact and respect
  • Analyzing and reporting
  1. Professional competencies
  • Functional specifications
  • Total Cost of Ownership
  • Procurement Strategy
  • Supplier market intelligence & Category Expertise
  • Supplier Relations Management
  • Project Management
  • Corporate Social Responsibility and Environmental Regulations

Qualifications or Specialized Knowledge/Experience Required:

  • Minimum 5 years of experience from working as a Logistics Coordinator or Logistics in Charge in a humanitarian/recovery context
  • A first-level university degree (Bachelors or equivalent) in Procurement and/or Supply Chain Management, Logistics Commerce, Business Administration, or related.
  • An advanced university degree (Masters or equivalent) in Procurement and/or Supply Chain Management, Logistics will be an added advantage
  • CIPS certification is a plus.
  • Experience from working in complex and volatile contexts
  • Documented results related to the position’s responsibilities
  • Fluency in English, both written and verbal
  • Good knowledge of logistics reporting systems
  • Good hands on experience with Microsoft Excel, Word and PowerPoint, O365, Aggresso or ERP procurement system.
  • Sound knowledge of donor procurement and logistics regulations.
  • Ability to work under pressure and meet deadlines
  • Ability to travel extensively within Uganda
  • Ability to work independently with strong team player skills.
  • Valid driver’s license
  1. Performance Management

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

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

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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