All NRC employees are expected to work in accordance with the organization’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

Responsibilities

Generic responsibilities (max 10)

1. Implement NRC’s systems and procedures at area level
2. Ensure adherence to NRC policies, handbooks, guidelines, and donor requirements
3. Prepare and submit reports and analysis
4. Ensure proper filing of all support documents
5. Support line managers in procedures and required support team trainings
6. Management of support team
7. Provide anti-corruption, transparency and cost efficiency focus on all processes (e.g., in procurement, vehicle management, asset management
8. Ensure safe and efficient transport of staff and materials/goods

Specific responsibilities

1.1           Effective Procurement Management

Ensure adherence to Logistics Handbook, other NRC policies and donor requirements

Maintain a high-quality procurement system, which is accountable, transparent and compliant with NRC Procurement Policy and donor requirements

Coordinate the timely preparation of procurement plans for the office and projects, establishing deadlines and monitoring implementation

Coordinate the proper monitoring system and control of procurement processes including organization of Request for Quotation, Invitation to Bid, receipt and evaluation of quotations/bids, negotiation of certain conditions of contracts in full compliance with policies and procedures

Undertake supply and service provider pre-qualification, conduct market research, identify, and recommend legitimate local suppliers or contractors through systematic evaluation and maintaining a database of potential and active suppliers/contractors.

Coordinate the maintenance of data on local supply sources and overall performance, (competitive pricing, product quality and timely delivery) of suppliers/contractors.

Be responsible for assessment of training and development needs, planning and implementation of capacity building efforts on procurement, storage, and fleet

Guide the implementation of the internal control system which ensures that PRs are accurately prepared, Purchase Orders/contract are duly prepared, dispatched, scheduled and delivery are well organized and documented.

Carry out periodic exercise of risk assessment for the supply/procurement/contracting process to determine high-risk areas and put in place control instruments.

Ensure procurement records are kept and filed appropriately from authorized request to end users

Work with Logistics Manager at Country Office on Jubbaland Logistics related matters

1.2 Ensure a cost-effective fleet Management

Ensure safe and efficient transport of staff and materials/goods

Coordinate the overall management of the area transport fleet and ensure response to programme needs are in line with NRC policies and procedures

Ensure that the procedure for completing travel plans is in place and maintained on a weekly basis, coordinating, and communicating the same in a timely fashion.

Ensure safe operation of the fleet through driver selection and training, quality maintenance

to include preventive routine checks and regular service and establishing/enforcing fleet operating procedures.

Monitor and ensure daily checks/preventive maintenance checks and logbooks are carried out and ensure that drivers follow the system consistently

Ensure vehicle service schedules are respected and proper, timely and high-quality maintenance is done by service providers

Ensure that all vehicles are parked in a safe and secure location after working hours in all NRC work locations

Review fleet management related issues regularly and advise Area Manager as appropriate Prepare and submit regular reports including monthly fleet reports, break downs, accidents,

fuel usage, fleet KPIs

Continually improve transport systems, policies, and procedures, and identify existing problems, challenges and recommend improvement measures/plans.

1.3 Ensure effective warehouses, stock, and asset Management practices

Implement and ensure full compliance with the NRC warehouse policies and procedures ensuring appropriate systems for the receipt and dispatch of all supplies.

Guide the logistics officers and storekeepers in effective stores and stock management principles ensuring right records are in place

Ensure regular stock checks and asset and inventory verification are completed, documented, and reported.

Carry out bi-annual physical stock counts and reconciliation including recommendations for management decisions.

Ensure management of assets through Agresso asset management module

Coordinate the preparation of monthly Stock Reconciliation Reports and disseminate relevant information to programme managers and users.

1.4 Performance and Professional Development Management

Ensuring that work is planned and organized, that staff are given appropriate workloads and are clear about what is expected of them (e.g., by writing job descriptions, setting performance objective and goals, holding task planning meetings etc.)

Supporting staff to enable them to give of their best e.g., by encouraging and praising good performance, coaching, assisting staff to prevent or resolve problems, taking firm action in the face of poor performance etc.

Line manage and supervise the logistics team in Jubbaland

Develop and implement a training and capacity building plan for procurement, transport, and stores staff

Regularly visit field locations and provide logistics staff with onsite support Carry out induction for new staff

Raise awareness on NRC policies and procedures to relevant staff, Code of Conduct, Anti-corruption etc