Logistics and Administration Technical Assistant

Role and Responsibilities

The purpose of the Logistics Admin Technical Assistant position is to ensure smooth and efficient support to project/program implementation for NRC core competencies in provision of humanitarian assistance to IDP, retunes, refugees and host communities.

Generic responsibilities

• Ensure adherence with NRC policies, tools, handbooks, and guidelines.
• Support implementation delegated CC project portfolio according to plan of action.
• Ensure proper filing of documents.
• Assist in promotion and sharing ideas for technical improvement.
• Assist in coordination with relevant partners/ Sector.

Specific responsibilities 

Store management 

• Handles goods receipts and properly stores and ensures that all the proper documentation is handled and managed in a professional way.
• Maintains an accurate and timely record keeping in accordance with all finance and logistics formats and procedures.
• Ensures storage areas are kept clean and always organized and reports immediately to Logistics Officer or Area Manager at Assosa if any problems relating to the safe storage of stock.
• Reports and updates the stock balance weekly, monthly, and quarterly and submit to the Logistics Officer at Assosa office.
• Carries out daily, weekly, and monthly stock reconciliations.
• Reports any obsolete, damage, loss, or missing items.
• Conducts inventory control/check periodically through physical count as per NRC policies and procedures.

Procurement-

• Assist in Ensure that all NRC procurements are always completed according to procedures and within the minimum timeframes stipulated for each of the procurements.
•  Assist ensuring all NRC procurement processes are done according to the correct policies, procedures, SOPs, and lead-times at all times.

Fleet Management 

•  Assist to ensure maximum fleet efficiency and effectiveness through planned resources allocation and maintenance in accordance as per NRC transport guidelines and manufactures recommendations.

Warehousing and Asset Management  

• Assist Logistics Officer in Ensure that all items moving through stores are handled in accordance with NRC policies and procedures, in a timely and efficient manner.
• SupportEstablishment, operation and control of warehouse management and stock inventory in accordance with NRC warehouse guidelines

Personnel 

• Line manages driver and guards and ensure a motivated, dynamic, result focused team, with clear roles and responsibilities, by providing support, direction and clear decision making on all logistics issues.
• Carry performance management of the driver and give constructive feedback for improvement.

Administration

•  Support in Provision of the general administrative support to staff team at the field level.
• Assist in Assessing and preparation requests for consumables, sanitary items, stationeries, furniture’s office utilization etc.
•    Manage office equipment and infrastructure to ensure a well-running office at field level.
•  Keep record of all stationeries/stocks used in the office and produce monthly stock reports at field level.
• Help to guide NRC staffs to reach different Government offices, vendors, UN, NGO offices etc especially at the field level and Assosa office.
• Other duties related to the nature of the job assigned by the Line Manger.

Competencies  

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

Generic Professional competencies

• Complete adherence to all NRC policies and procedures in all areas of logistics, ensuring transparent, well documented, and accurate reporting at all times, with solutions provided to issues as they arise.

Procurement timeframes in all cases are met.

• Quality procurement and value for money ensured.
• All logistics dealings are in line with government regulations.
• Good relationships with project staff and external parties, through clear communication and supportive problem solving.

Context/ Specific skills, knowledge, and experience: 

• Diploma in Logistics and Procurement Management/Business Administration or equivalent
• At least three years’ experience as a logistics and Admin. Assistant with an NGO
• Ability to use computer packages – Word, Excel and Power point, email, and Internet.
• Good organizational skills, including, ability to work to deadlines, priorities, pay attention to detail and good numeracy skills.
• Ability to work in a team, adaptable and Flexible.
• Documented results related to the position’s responsibilities.
• Excellent written and oral communication skills, in English

Personal Qualities: 

• Diplomatic
• Ability to work under pressure and with limited supervision in a challenging environment.
• Pro-active, goal-oriented and results driven.
• Flexible and creative
• Excellent communication skills

 Behavioral competencies

• Planning and delivering results.
• Empowering and building trust.
• Communicating with impact and respect.
• Handling insecure environment.