Logistics Assistant Ukraine at The Norwegian Refugee Council (NRC)

Role and responsibilities

Generic responsibilities:

• Ensure adherence to NRC policies, handbooks, guidelines, SOP’s and donor requirements
• Implement delegated logistic functions portfolio according to Plan of Action
• Conduct and follow up daily operational logistic activities
• Support the administration of resources so that deliverables are achieved within set budgets, timelines and standards
• Prepare and develop logistic reports as required by Country/Area office
• Support in development of SOPs as requested
• Ensure proper filing of all support documents
• Promote and share ideas for improvement of the logistic function
• Perform other duties, as assigned by Line Manager

Specific responsibilities:

• Contribute to the development of Logistics (Procurement) as a support service in NRC Ukraine. Develop required areas according to NRC policy, guidelines and Ukraine legislation. Liaise with NRC People system.
• Consult and support Program and Support staff for generating of PRs, conduct market surveys and provide estimated prices to Programs/Support. Participate in Procurement/or project start up planning and obtain detailed project procurement plans for use during purchases. Take part in assessment of suppliers and assist Logistics Coordinator (Procurement) with updating of the Vendor Database
• Ensure that procurement process such as preparation of bids analysis, comparison table, bid opening meeting minutes and other opening documents, filling in of General Receipt Notes (GRN) is supported by all needed and correctly filled documents
• Follow up on all purchase documentation such as Purchase Requests, Requests for Quotations, Bid Analyses, Minutes and Contracts/Agreements/Purchase Orders are appropriately signed by authorized staff before any commitment orders are sent to suppliers
• Receive invoices and verify correctness against orders/contracts/Agreements and follow up on where partial deliveries are made until orders are complete
• Ensure that all goods ordered and received from overseas have adequate documentation (airway bills, bills of lading, commercial invoice, insurance certificates and any other relevant documents) and work closely with Logistics Officer (Procurement) and/or Logistics Coordinator (Procurement) to seek clearance of imported project items
• Handle complaints from the field and users on all purchased goods and services as well as disputes with suppliers escalating complex ones to Logistics Coordinator (Procurement).
• Track the notification related to a long term agreement in order to initiate process of extension; prepare drafts of waivers and notes to files if necessary
• Input all required data and reflect in right way all procurement stages in the Agresso procurement system according to the manual. Upload to the Agresso system all necessary procurement documents.
• Update Logistics Coordinator (Procurement), other Support and Program staff with relevant information about delivery of goods or providing requested services; upload all required information to Filing Tree according to procedures and NRC requirements
• Prepare hard copy of procurement file along with payment documents and ensure it is submitted to Finance
• Conduct cash purchases according to Program or Support needs.
• Report all potential fraud cases to the Line Manager.

Competencies

1. Professional competencies

Generic professional competencies:

• Experience from working with procurement in a humanitarian/emergency/recovery context
• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Some knowledge or communication in English, both written and verbal.
• Proficient in Office software (Word, Excel).

Context/ Specific skills, knowledge and experience:

• Basic knowledge of the context in the areas NRC operates.
• Working knowledge of both Ukrainian and Russian languages, written and verbal

2. Behavioural competencies

• Working with people
• Planning and delivering results
• Handling insecure environments
• Communication with impact and respect
• Analysing

We offer:

• Type of contract: till the end of 2022, contingent upon availability
• Salary/benefits: According to NRC salary scale, terms and conditions.
• Duty station: remote (and be decided for longer-term – Ivano-Frankivsk), Ukraine

2022-03-28 2022-04-28T00:00:00+03:00 Full time TELECOMMUTE Ukraine The Norwegian Refugee Council (NRC)