Logistics Officer South Sudan Leer

Position:                                        Logistic Officer 

Reports to:                                   Logistic Coordinator

Duty station:                                Koch/Leer

Department/Section:                Logistic 

Project:                                           SSFM2416        

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. 

1. Role and responsibilities

Provide support to the organization’s activities in the form of receiving PR from Juba and field for all goods and services for project activities in South Sudan under the direction and guidance of the Logistic Procurement Coordinator.   

1. Responsible for receiving and handling all PRs at field and Juba level. 
2. Involve in Market Analysis when requested.
3. Ensure all the PRs being Process have proper descriptions, specification, project account, account code and ensure they are duly signed/Approved.
4. Responsible for daily procurement system update. 
5. Ensure procurement lead-time is strictly adhered to. 
6. Adhere to internal controls and procedures designed to ensure strict compliance with the NRC Logistics (procurement) handbook and the standard operating procedures detailed therein.
7. Responsible for Tender advertisement and preparation for RFQs
8. Handle inquiry related to receive PRs, procured PRs and goods delivery (status) from programs.
9. Perform any other duties as may be assigned from time to time by the supervisor/line manager.

Specific responsibilities 

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.

• Ensure timely delivery of goods and service. Enforce transparent and open procurement process for NRC to obtain the best value for money.
• Implement internal controls and procedures designed to ensure strict compliance with NRC Logistics Handbook.
• Ensure all PR from the field are well tracked in the system and the status of the orders is shared with programs and management weekly.
• Ensure supplier data base is up to date, NRC has a competitive vendor list; non performing vendors are black listed in order to avoid loss.
• Ensure a proper management of the storage spaces (size, quality, organization, equipment, documentation, maintenance of the minimum stock, follow-up and reporting).
• Manage the assets control. Update the assets list and send the monthly report. Ensure that all assets are tagged and recorded. 
• Allocate the assets to individuals and record their movements (location, return…)
• Report losses, damages, thefts. Send assets for repairs when needed.
• Support on  the disposal of assets in coordination with the logistics manager and the budget holder (donation, sale, transfer, destruction).
• Provide the monthly fleet reports to the country office
• Ensure that all spare parts or consumables are available for the routine maintenance.
• Follow up on the fuel consumption and ensure a transparent and regular tracking of fuel usage. 
• Responsible for all fleet records and ensure that all incidences such as road traffic accidents, misuse, thefts, injury or forced transportation by armed non-staff actors are dully reported immediately to both supervisor and security.

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: 

• Cooperation with line Managers 
• Good Cooperation with the programme colleagues.
• Cooperation with support functions like for movements, and reception of goods.
• Good cooperation with other humanitarian agencies and local authorities.

1. Competencies 

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

1. Professional competencies 

These are skills, knowledge and experience that are important for effective performance. 

Generic professional competencies for this position: 

• Relevant university degree/Diploma, preferably in Procurement or equivalent work experience
• At least 2 years working experience in a busy Logistics department preferably with INGO or UN.
• Understanding of various donors’ requirements
• Excellent interpersonal, written, and verbal communication skills.
• Fluency in the English, both oral and written
• Ability to work under pressure.

Context related skills: knowledge and experience (shall be adapted to the specific position): 

• Good knowledge in procurement (Purchasing and supply management)
• Proven experience from working with complex organization 
• Proven result in implementing procedures.

2. Behavioral competencies (max 6)

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies and the following are essential for this position:

• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect
• Handling insecure environments
• Coping with Change

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 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 Work and Development Plan 
• The Mid-term/End-of-trial Period Performance Review Template
• The End-term Performance Review Template
• The NRC Competency Framework