Logistics Technical Assistant at the Norwegian Refugee Council (NRC) - 2 Openings

The Norwegian Refugee Council (NRC) is a non-governmental, humanitarian organization with 60 years of experience in helping to create a safer and more dignified life for refugees and internally displaced people. NRC advocates for the rights of displaced populations and offers assistance within the shelter, emergency food security, and water, sanitation and hygiene sectors.

We are recruiting to fill the position below:

Job Title: Logistics Technical Assistant - Nigeria

Job Identification: 16797
Locations: Mubi and Yola - Adamawa
Job Category: Logistics

Role and Responsibilities
Generic responsibilities:

• Assist in supporting the warehouse team to ensure smooth operations and contribute to the capacity-building efforts under the supervision of senior logistics staff.
• Help implement NRC’s logistics policies and procedures related to warehouse management at the Area Office level, ensuring tasks are carried out in line with organizational guidelines.
• Ensure compliance with NRC’s Logistics Handbook, relevant policies, and donor requirements in day-to-day warehouse processes.
• Support efforts to maintain anti-corruption, transparency, and cost-efficiency principles in all logistics activities and warehouse operations.
• Assist in organizing and maintaining an efficient filing system and archiving process in accordance with local requirements and NRC standards.
• Help ensure that warehouse management systems are properly followed, supporting the team to ensure that inventory and stock are managed accurately.
• Assist in preparing monthly logistics reports and forwarding them to the Logistics Coordinator for review and further action.

Specific responsibilities:
Procurement Support:

• Assist in ensuring that all procurements are carried out in accordance with NRC logistics policies, procedures, and donor regulations.
• Help check and receive purchase requisitions, and assist in initiating the procurement process in line with NRC procurement guidelines.
• Support the preparation and distribution of RFQs (Request for Quotations) and ITBs (Invitation to Bids), ensuring they are sent out within the agreed lead time.
• Assist in completing and issuing purchase orders as per NRC regulations and the approved procurement process.
• Support the review of procurement documents, such as bid analysis, purchase orders, and payment documents, ensuring they are accurate before submission for verification and approval.
• Help check payment documents according to the procurement checklist before submission to finance for processing.
• Provide assistance in the pre-qualification process of suppliers and service providers.
• Conduct market surveys, as required, to help identify suitable and reliable suppliers and service providers.
• Maintain an updated vendor database at the area level to support procurement activities.

Fleet Management Support:

• Assist in tracking and managing vehicles in the fleet, ensuring proper coordination of vehicle usage when required to support area office activities.
• Help ensure that vehicles are checked daily and support the scheduling of regular service and maintenance in line with agreed schedules, including managing vehicle fueling and service agreements.
• Ensure that vehicles have up-to-date and valid documentation.
• Assist in receiving travel requests, maintaining trip schedules, and updating the Staff Movement Board.
• Support the preparation of logistics site reports, including vehicle and generator performance reports.
• Help monitor the proper usage and maintenance of the Country Office Generator, ensuring up-to-date records of usage and service in the logbook.

Asset Management Support:

• Assist in maintaining an updated record of all assets, including tracking donor information, asset value, and location.
• Support the management of staff-issued assets, and help ensure that all asset movements and disposals are properly documented.
• In the absence of the asset focal person, help oversee the issuance and return of assets to/from staff.
• Update the asset register and submit it to the country office monthly in the absence of the asset focal person.

Filing and Documentation Support:

• Assist in conducting regular spot checks to ensure that all documents on O365 are properly filed and meet the required quality standards.
• Help ensure that all vendors and consultants working with NRC have valid background checks and maintain an up-to-date register of these checks.

Stock Management and Inventory Support:

• Assist in periodic cycle counts as per standard operating procedures to ensure the stock management system is followed by staff and storekeepers.
• Support the team in conducting year-end stock inventories and assist in preparing inventory reports.
• Help programs establish and implement reliable stock distribution plans to prevent the accumulation of expired or unusable items in the warehouse.
• Provide assistance and support to storekeepers with their daily functions and reporting tasks.

Warehouse Operations Support:

• Assist in overseeing warehouse operations by supporting the maintenance of proper stock-keeping records, ensuring good storage conditions, and assisting in maintaining facility security.
• Support warehouse staff with the receipt, handling, storage, dispatching, and reporting of goods through the NRC warehouse(s).
• Maintain records for warehouse staff designated to receive and dispatch goods, ensuring proper documentation.
• Assist in ensuring warehouse security and the accurate management and documentation of all stock.

Materials Receiving and Dispatch:

• Support the receipt of materials from suppliers and other sources, ensuring proper documentation is completed.
• Help inspect materials upon receipt, updating the required documentation accordingly.
• Assist in liaising with the Logistics Coordinator to advise programs on potential inventory shortages and provide updates on stock levels.
• Support in inspecting materials for dispatch and updating the appropriate dispatch documents.

Warehouse Documentation and Reporting:

• Assist in maintaining the Warehouse activity book (Warehouse Register) for all incoming and outgoing materials.
• Ensure the Warehouse Authorization Schedule is up-to-date and displayed.
• Participate in monthly stock counts and provide accurate reports on inventory.
• Fully support the 10% inventory cycle count for all stock and assist in conducting internal inventory checks.
• Help ensure proper implementation of stock management procedures such as FIFO, FEFO, and LIFO for goods in the warehouse

Warehouse Organization and Support:

• Assist in ensuring that storage facilities are well-organized, with appropriate layouts and clear signage in strategic locations.
• Support the supervision of casual laborers and assist with assigning tasks related to warehouse operations.

Warehouse Safety and Security Support:

• Assist in maintaining physical security of the warehouse by ensuring that access is restricted to authorized personnel only.
• Help implement and maintain clear safety procedures within the warehouse.
• Support in the maintenance of warehouse buildings, fittings, and equipment, ensuring that they are in good condition.
• Assist in ensuring the warehouse is regularly fumigated and maintained to prevent pests and rodents.
• Help maintain and periodically service fire extinguishers and other safety equipment.

Requirements
Generic Professional Competencies: 

• Bachelor's Degree in Supply Chain Management; professional qualifications in CIPs or any other supply chain-related field.
• Experience from working as in any reputable organization with a good documentation system
• Documented results related to the position’s responsibilities
• Fluency in English, both written and verbal 
• Office organization skills, 
• Computer skills (Microsoft Office)
• Good communication skills
• Capable of handling pressure
• Fluency in English, Hausa is an asset

Behavioural competencies:

• Ability to think strategically to anticipate logistics needs, identify potential bottlenecks, and create actionable plans to optimize the supply chain and ensure timely deliveries.
• Effectively managing logistics resources (personnel, vehicles, warehouses, etc.) to ensure optimal allocation, reduce costs, and improve operational efficiency across the supply chain.
• Capability to initiate and drive improvements in logistics processes, influencing internal teams, vendors, and suppliers to implement changes that enhance performance and outcomes.
• Communicating logistics-related information clearly and respectfully to internal teams, external partners, and stakeholders, ensuring smooth coordination and mutual understanding.
• Demonstrating resilience and adaptability in managing logistics in challenging, unpredictable environments, such as those with limited infrastructure or under operational pressure.

Application Closing Date
15th December, 2024; 01:00.

How to Apply
Interested and qualified candidates should:
Click here to apply online