Logistics Assistant

The Logistics Assistant is responsible for the warehouse, fleet, and asset management in South Office in compliance with NRC’s policies and procedures and donors’ rules and regulations.

Generic Responsibilities:

1. Adhere to NRC policies, tools, handbooks, and guidelines
2. Assist with the implementation of the logistics function portfolio according to the 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
6. Prepare timely daily, weekly, and monthly reports required for fleet, Assets, and warehouse management as per set guidelines, procedures, and management requests.
7. Carry out related mainstreaming of protection in the daily implementation of activities as per the set NRC’s Protection Mainstreaming Guidelines, and ensure reporting any breaches/concerns to the line manager for proper action.

Specific Responsibilities:

Fleet Management:

• Manage the performance and follow up on the daily work of the Drivers including their leaves.
• Plan, organize, implement and monitor the weekly/daily movement of staff and material/equipment of the related field office.
• Coordinate, follow up, and update the planned movement according to security advisories and requested modifications from staff/departments.
• Liaise with the Country Office Fleet Focal Point in requesting new vehicles, daily drivers, and fuel cards.
• Coordinate with the car rental company for maintenance/replacement matters in case of breakdown/accident.
• Collect fuel vouchers and weekly vehicles checks done by drivers and perform continuous checks on the recorded data.
• Ensure at all times valid vehicles documents are present and follow up on the replacement of the expired one; and that all related equipment is available and functional.

Warehouse Management:

• Coordinate with related departments/suppliers to facilitate the receiving and dispatching of material to/from the NRC warehouse in the related field office.
• Record the movement of material to/from the NRC warehouse in the related field office using the NRC Logistics Handbook guidelines and set procedures.
• Ensure all associated paperwork is completed and filed correctly, and that the warehouse is always clean and organized.
• Ensure proper storage of material in the warehouse and implements measures to reduce the risk of damaged/expired items.
• Arrange for proper and cost-effective transportation of material from the warehouse to NRC programme activities locations, while ensuring proper documentation is in place.
• Arrange for hiring daily labour as needed, in direct coordination with the direct line manager, and supervise their activities in loading/unloading materials and warehouse organization.
• Perform periodic stock count as per NRC Logistics Handbook and set procedures.

Asset Management:

• Maintain and be responsible for the management of stocks of Assets/ Inventory in the South office and other NRC community centre in the South area
• Produce stock/Asset reports according to the NRC reporting policy and formats.
• Receiving items (Inventory, assets) as per NRC regulations and rules.
• Ensure all NRC Assets are tagged and listed in the Asset management database at the time of procurement with an asset file created for them.
• Ensure all transfers are documented.
• Ensure periodic assets count is done.
• Perform other relevant Log and procurement tasks as requested by the line manager.

Critical Interfaces:

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

• Field Office Staff: Follow up on the daily transportation
• Vehicles Rental Company Focal Point: Follow up for maintenance and vehicles replacement
• Procurement Team: Coordination to ensure proper movement of material to/from the warehouse. Handle Small scale procurement between USD 01 and USD 1000 threshold.
• Country Office Logistics Team: Coordination of various activities as needed by the technical line management requirement

1. 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:

• Bachelor's degree in Business Administration, Logistics, or equivalent
• 1 to 2 years experience working in Transport/Vehicle Management and Warehousing (Logistics)
• Previous experience from working in complex and volatile contexts
• Fluent in English and Arabic, both written and spoken
• Proficient in MS Office applications, including Word and Excel

2. Behavioural Competencies:

• Working with people
• Planning and delivering results
• Communicating with impact and respect
• Empowering and building trust
• Handling insecure environments