Logistics Coordinator (Geneina) – NRC

Job Description

Organization	The Norwegian Refugee Council
Job Identification	7604
Job Category	Logistics
Locations	Darfur
Apply Before	09/14/2022, 04:28 PM
Job Schedule	Full time

 Logistics Coordinator Sudan Geneina (Only for Nationals)

The Norwegian Refugee Council has an interesting and rewarding opportunity to be part of our newest country of operation – Sudan.

The NRC has recently re-registered to operate in Sudan, and is currently in country start-up phase, conducting assessments and designing the first steps of the programme. Focus will be given to people displaced by conflict, refugees, and vulnerable migrants, and potential geographical areas of work will be Khartoum state, South Kordofan and Blue Nile on a first phase, with the idea to expand to other States. 

As a priority, NRC is therefore hiring a Logistics Coordinator be part of establishing NRC’s programme in Sudan. 

Role and responsibilities

The following is a brief description of the role.

• Adherence to NRC policies, guidance and procedures
• Implement NRC’s systems and procedures at Country level
• Ensure adherence to NRC policies, handbooks, guidelines, and donor requirements
• Prepare and submit reports and analysis weekly, monthly, and quarterly
• Ensure proper filing of all support documents
• Support line managers in procedures and require support team trainings
• Management of support team
• Ensure development and implementation of administrative systems and procedures.
• Manage NRC Al Geneina area office procurement operations in line with programmatic requirements, whilst ensuring compliance with NRC’s procurement policies and procedures, donor rules and regulations, Securing Supporting Documentation (SSD) policy and standardized filing system.
• Monitor the validity of NRC Area office in Geniena Framework Agreements and ensure they are renewed in a timely fashion and in line with the policies and procedures
• Participate in Project Cycle Management (PCM) stages to understand the programmatic needs and provide inputs on procurement processes, including reviewing the donors’ procurement rules and regulations and updating the tracking tool. In addition to regular review of Project Procurement Plans and consolidating data into the Country Procurement Plan
• Manage the expansion of NRC Area office in Geneina existing supplier portfolio and ensure professional management of suppliers and contractors at all times;
• Coordinate with Support & programme team for the submission of reports and audits. Prepare and validate monthly KPI reports related to procurement, including monitoring procurement needs and trends, identifying and addressing any potential gaps to improve the efficiency of NRC Area office in logistics and procurement services.
• Contribute and provide information to assist in the development of logistics and procurement related SoPs, systems, tools, procedures and templates at the Area Office levels.
• Develop the Asset and Warehousing management systems and conduct spot checks
• Ensuring that the regular physical check is conducted twice a year for all fixed assets, and reporting the assets status to relevant managers including damaged or obsolete items.
• Conduct periodical Corruption Risk Mapping (CRM) checks requested by Compliance department on fleet, assets and procurement.
• Maintain up-to-date suppliers database for Geneina area office. Following a competitive bidding process or market surveys, establish a preferred vendor listing. Establish procedures for six-monthly review and maintenance of the vendor listing, to include feedback on vendors and negotiation of preferred rates. Ensure that vendors are registered, assessed, and prequalified (as required).
• Ensure that vendors’ performance is monitored and documented to mitigate the risk of future engagement of under-performing vendors.
• Collaborate with Finance Team to ensure that payments to suppliers and service provider are made on time.
• Ensure effective fleet management is in place in all locations, in accordance with NRC procedures.
• Ensure transport reports are being prepared on a monthly basis, analyse vehicle usage and ensure there is effective usage of all hired vehicles.
• Conduct yearly fleet rental costs survey and provide up-to-date fleet management strategies and applications
• Supervise the delivery of goods to the various warehouses , liaising with suppliers on the packing, transportation and movement of goods, checking remotely the orders on arrival (on delivery from the supplier) and the quality and quantities of the goods against the order form, taking any measures if necessary in the case of discrepancies.
• Coordinate and follow-up deliveries and liaise efficiently with Khartoum office and suppliers for problem solving.
• Manage periodic inventories, stock clearance and investigations over discrepancies. Review the Warehouse Inspection checklist to ensure that warehouse management risks are highlighted and develop a plan to tackle them. Conduct spot checks and control evidence verifications as required.
• Carry out quarterly physical inventory process and end of year/end of project reporting to Donors
• Manage the logistics staff and set up Performance Development Plans with objectives every six months for all direct reports
• Ensure that all positions have up-to-date job descriptions and department organogram
• Ensure that NRC’s Performance Development Review process is carried out for each logistics staff member.
• Support and coach field based logistics staff, providing daily technical support as appropriate 

Professional competencies

• A degree in Logistics, Business Administration or Management
• A minimum of 4 years of overseas logistics experience with an International NGO with 2 years’ experience at Logistics Coordinator level.
• Experience in emergency response programmes and in setting up emergency logistics operations
• Experience in supervising, managing and training others
• Previous experience in remote management
• Experience of setting up logistics systems and related administrative procedures; knowledge of international ordering procedures and documents i.e. cargo manifests.
• Experience of working in insecure environments and knowledge of security management systems and approaches by NGOs
• Excellent English oral and written skills essential
• Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions.
• Excellent communication skills and the ability to develop advanced logistics reports and SOPs
• Ability to implement road transportation plans and procedures, in compliance with in-country regulations.

Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline

Female candidates are strongly encouraged to apply!

Email and paper applications will not be considered.

Salary/benefits: According to NRC’s salary scale and terms and conditions

Duty station: Geneina, West Darfur.

Travel: 40%

NRC may be required to verify the identity of its partners and to check that its partners have not been involved in illegal activities. NRC reserves the right to use electronic screening tools for this purpose.

NB: All employees of the Norwegian Refugee Council should be able to adhere to our Code of Conduct and the four organizational values: Dedicated, innovative, inclusive and accountable. 

To apply please visit www.nrc.no careers

Closing date: 14-09-2022