Logistics Assistant (2)

All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships. 1.      Role and responsibilities The following is a brief description of the role. Generic responsibilities (max 10) These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work and Development plan. Ensure that all procurement processes are in compliance with Logistics Handbook, other NRC policies and door requirements Register and/or prepare requisitions, quotations and purchase orders and update status reports Liaise with suppliers to ensure prompt and accurate delivery of goods, services and equipment. Receive supplies and ensure that they are in good condition and accompanied with correct documents Update vendor list Distribute/organize transport of material and equipment according to procedures Prepare documents as required by line manager Manage inventory lists and assets Warehousing Fleet management 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. Manage Access & Security of the warehouse, ensuring that keys are available at all times to necessary staff, that the premises are kept well guarded and secured, and taking a central role in the handling of any security incident related to the warehouse. Coordination of inbound & outbound handling including hiring of necessary equipment, sufficient and proper daily labour and outbound transport planning. To liaise and maintain timely communications with relevant programmes to ensure the timely and efficient receipt and dispatch of goods from the warehouse(s) in support of their activities. Arrange the proper and cost effective transportation of material from the warehouse to NRC programme activities. To ensure the correct storage and rotation of stocks, as well as proper structural maintenance of the warehouse(s) in view of  maintaining all stocks in good condition. Undertake regular stock reconciliations to verify real quantities against that on paperwork. Ensure that all NRC Assets are tagged and listed in the Asset management database at the time of procurement with an asset file created for them. Ensures that all NRC Inventory Items are tagged and listed in the Inventory management database at the time of procurement To ensure efficient use of NRC vehicles, avoiding single person journeys and unnecessary movements, through careful planning and facilitation of effective communication between staff in need of transportation. To be responsible for the movements request board To ensure that vehicles are safe, clean and are sufficiently fuelled To keep accurate records (logbooks) of all car movements including fuel consumption, distances, project allocation and driver names.  Too continually monitor fuel consumption and distances travelled, and report regularly to the management on the same. To perform driver duties when there is shortage of drivers and/or when requested by management IT focal point Any other duties as requested by Logistics Officer Critical interfaces By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are: Daily coordination with all departments regarding transportation of staff to the field and coordinating when goods are requested Daily coordination with the Finance department regarding all PRs and Pos To liaise with the IT Officers in Beirut regarding all IT matters 2.      Competencies Competencies are important in order 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: •             Experience from working with procurement in a humanitarian/recovery context •             Previous experience from working in complex and volatile contexts •             Documented results related to the position’s responsibilities •             Some knowledge of English Context/ Specific skills, knowledge and experience: Good communication and interpersonal skills Strong organizational and team working skills Good cultural awareness and sensitivity Highly approachable, trustworthy and confidential Good English Language level Knowledge of the NGO operations and the dynamics of the humanitarian sector is a plus IT skills Good negotiation skills in the field High degree of service mindedness 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 Coping with change Working with people Handling insecure environments 3.       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 Work and Development Plan •             The Mid-term/End-of-trial Period Performance Review Template •             The End-term Performance Review Template •             The NRC Competency Framework   Academic and Professional Qualifications           Ordinary national diploma in relevant field