2 Logistics and Administration Team Leaders at Norwegian Refugee Council

Position:                                          Logistics and Administration Team Leader (2 Positions)

Grade:                                             6

Reports to:                                     Logistics Coordinator at KSW Area Office

Supervision of:                               Logistics Technical Assistant, Storekeeper, Drivers, Cleaners

Duty station:                                  Kyangwali and Isingiro with frequent travels

Generic responsibilities

1. Ensure adherence to NRC policies, handbooks, guidelines, SOP’s and donor requirements
2. Implement delegated logistic and administration functions portfolio according to Plan of Action
3. Conduct and follow up daily operational logistics and administration activities
4. Support the administration of resources so that deliverables are achieved within set budgets, timelines and standards
5. Prepare and develop logistic reports as required by Area office
6. Support in development of SOPs as requested
7. Ensure proper filing of all support documents according to Securing Supporting Documentation (SSD) SOP
8. Support line managers with logistics procedures and provide support with trainings related to logistics
9. Line management of the logistics and administration staff, including recruitment, capacity building and performance management
10. Promote and share ideas for improvement of the logistic function

Specific responsibilities 

• Support with any procurement related needs as may be requested by the line manager
• Provide proper records of Receipts, Purchase Orders, Waybills and other required documents to the Storekeeper to receive goods and assets
• Support with market assessments within the scope and request of programme/project developers when required
• Ensure safe and efficient transport of staff and materials/goods
• Provide anti-corruption, transparency and cost efficiency focus in all processes (e.g. in procurement, vehicle management, asset management)
• Ensure clean and correct records of all items, inventory and assets for the field office
• Ensure items in stock are well arranged by Storekeeper for easy stock taking and issued on First in First out (FIFO) basis
• Ensure routine, monthly and annual, stock checks are done and report to the line manager
• Ensure proper fleet management and vehicle utilization at the area office, and ensure adherence to the MOVCON SOP
• Ensure timely reporting of eventualities like accidents and breakdowns
• Ensure that vehicles and motorbikes are equipped with necessary documents and equipment
• Filing of all vehicle records and reports, and prepare requisitions for spare parts for vehicles and motorbikes
• Closely monitor fuelling of vehicles and motorbikes, and provide monthly fuel analysis and consumption report for payment if requested by the line manager
• Oversee and support the day-to-day administrative needs of the field office and other NRC premises in the area of responsibility, identify and report need for minor repair and maintenance, plumbing and electrification required, staff accommodation (if applicable)
• Ensure office supplies and consumables are planned and available at NRC premises and ensure office premises are kept clean and tidy at all times
• Ensure monthly utility bills of office and staff accommodation are timely processed and paid in coordination with Area Office
• Support with arrangement of official events and meetings in coordination with the requesters when required
• Maintain and update visitor’s register/logbook by ensuring all visitors/guest check-in by entering required details
• Ensure all activities are implemented in accordance with NRC Safe and Inclusive Programming (SIP) guidelines, policies, and report any breaches/concerns in a confidential manner, through NRC reporting channels
• Promote and secure a safe working environment for reporting concerns/breaches and ensure that all cases reported are processed in a confidential and sensitive manner

Critical interfaces

• Procurement: Multi CC PM, CC Coordinators and CC Team Leaders, Procurement Officer, Finance
• Fleet: Multi CC PM, CC Coordinators and CC Team Leaders, Logistics Team Leader at AO, HSS Officer
• Warehouse: Procurement Officer, Multi CC PM, CC Coordinator and CC Team Leader
• Administration: Multi CC PM, HSS Officer, Finance Assistant, Logistics & Admin at AO

Scale and scope of position

1. Competencies

1. Professional competencies 

These are skills, knowledge and experience that are important for effective performance.

Generic professional competencies for this position:

• Minimum four years’ experience from working as Logistics Team Leader or Supervisor in a humanitarian/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Knowledge about own leadership skills/profile
• Good knowledge in Microsoft Excel, Word, and PowerPoint
• Fluency in English, both written and verbal

Context related skills, knowledge and experience

• Knowledge of the context Southwest Uganda
• Bachelor’s Degree in Logistics and supply chain management
• Postgraduate and or CIPS qualification will be an added advantage
• Proven experience managing stores in different locations
• Knowledge of the local language commonly used in Southwest Uganda, e.g Swahili is an advantage

2. Behavioural competencies

• Handling insecure environments
• Managing resources to optimize results
• Empowering and building trust
• Managing performance and development
• Planning and delivering results
• Analysing

1. Performance Management

• The Job Description
• The individual Work- and Professional Development Plan
• The Competency Framework

Application Procedure

• Application is online only, Qualified Uganda Nationals only.
• submit application, detailed curriculum vitae, and academic documents as a single PDF document by 11th May 2023
• Only shortlisted candidates will be contacted, and CVs will be reviewed on a rolling basis.
• NRC does not at any stage of the recruitment process request candidates to make payments of any kind. Further, NRC has not retained any agent to conduct recruitments on behalf of the organization.
• NRC is an Equal Opportunity Employer. Qualified Female Candidates are encouraged to Apply

Note: Please indicate your preferred location in application letter