Admin Officer | ​ Human Resource Assistant at Norwegian Refugee Council

Job Description

Being an employee of the Norwegian Refugee Council (NRC) in Ethiopia the Log./Admin Officer is expected to represent NRC in a responsible manner and always act in accordance with NRC’s Code of Conduct.

Roles & Responsibilities:

The purpose of the Log./Admin Officer position is day to day implementation of the support functions responsibilities. Use actions words such as ensure, implement or assist for the position relevant responsibilities.

Generic Responsibilities:

· Implement and train staff in NRC’s logistics policies and procedures at office level;

· Ensure compliance with NRC’s Logistics Handbook, other NRC policies and donor requirements in all procedures and processes;

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· Provide anti-corruption, transparency and cost efficiency focus in all processes (e.g. in procurement, vehicle management, asset management);

· Handling all procurement processes according to the procedure &insure all PR raised recorded in reports;

· Training and development of logistics team at office level;

· Ensure safe and efficient transport of staff and materials/goods;

· Prepare, check and share plans, records and reports as required (e.g. status reports, inventory lists);

· Implement a filing system/archives according to procedures;

· Supervision of works for payment satisfaction;

· Conduct spot checks;

· Conduct periodic stock counts;

· Ensure all administrative tasks are undertaken timely and properly.


Specific Responsibilities:

Fleet Management:

· Ensuring maximum fleet efficiency and effectiveness through planned resources allocation and maintenance in accordance to NRC transport guidelines and manufactures recommendations;

· Ensuring that all NRC transport is handled within the NRC policies, and that a monthly car pool report is produced, with full analysis of fuel consumption and maintenance issues to manage the fleet in the most cost effective way;

· Ensuring maximum availability and implementation control mechanisms for all logistical assets (generators, vehicles);

· Handling all procurement processes according to the procedure &insure all PR raised recorded in reports;

· Compiling the monthly transport report, and analysing monthly maintenance costs, and fuel consumption, using the report to make recommendations on vehicle status, and overall fleet planning;

  • Promote adherence to the compound rules and regulations;

· Ensure high standard of compound cleanliness and hygiene are maintained/observed;

· Ensuring that the Fleet Management System (FMS) is up to date and generate the required reports and ensure necessary management action and follow-up as required;


· Ensure contracts for vehicle hires are active and professionally managed, in coordination with management;

· Ensure vehicles hired are in a sound working condition and transport needs for staffs are met;

· Install communication system (telephone and e-mail) for NRC and keep it maintained;

· Establishing and maintaining a system to ensure that minimum stocks are held for spare parts to reduce service and repair lead time, in coordination with stores staff;

· Ensuring that NRC transport teams meet all project needs;

Warehousing and Asset Management:

· Ensuring that all items moving through stores are handled in accordance with NRC policies and procedures, in a timely and efficient manner. Establishment, operation and control of warehouse management and stock inventory in accordance to NRC warehouse guidelines;

· Ensuring that an accurate monthly stock report is produced and shared with all projects to facilitate the use of items in stock and accurate monthly asset register is produced and shared with all projects to facilitate donor reporting and tracking of assets;

· Record and maintain asset list for all the equipment, computers, furniture, vehicles etc. Regularly update inventory list of all NRC equipment (office and residences);

· Ensuring that all maintenance needs are met in a timely manner, with high quality works.

Personnel and Security:

· Ensuring that all staff are appropriately briefed on key aspects of logistics and NRC security protocols so as to improve the service provided by logistics, and the communication between teams;

· Line manage logistics Assistant and ensure a motivated, dynamic, result focused team, with clear roles and responsibilities, by providing support, direction and clear decision making on all logistics issues;

· Give advice to the Area manager concerning the job performance evaluations of logistics staff;

· Handling problems arising within logistics teams, and provide creative solutions, working within NRC policies;

· Be the link between logistics unit in Addis Ababa and the logistics manager on all matters related to the department;

· Ensure there is consistent security information sharing attendance in the Assosa Area Security team meeting lead by the UNHCR.

Administrative:

· Provide general administrative support to the Area Manager and staff team;

· Assess and prepare requests for consumables, sanitary items, stationeries, furniture’s office utilization etc;

· Manage office equipment and infrastructure to ensure a well-running office;

· Keep record of all stationeries/stocks used in the office and produce monthly stock reports;

· Responsible for the overall running of the Admin. Operation;

· Make logistic arrangement including flights reservations, hotel and vehicle arrangement for project staffs, visitors/partners, donors, consultants;

· Prepare correspondence, memos, reports, presentations, and emails to local counterparts, donors or other related offices or agencies in relation to the office operations;

· Update the filling system and manage filing the office documents for both hard and electronic copies;

· Facilitation of office building premises and equipment maintenance and repair;

· Other duties related to the nature of the job assigned by the Line Manger.

Critical interfaces:

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position are:

· Compliance (stock, procurement):- AM, FO, CC staffs,

· Budget Monitoring:- FO, AM, CC staffs, Logistics Manager

· Security:- all staffs, AM, SFC in Addis

Job Requirements

1. Generic professional competencies for this position:

· BA in Logistics/Procurement or equivalent fields

  • At least 5 years working experience in a busy Logistics department preferably with INGO

· Experience from working as a Logistics Officer in a humanitarian/recovery context

· Previous experience from working in complex and volatile contexts

  • Fluency in the English and local languages, both oral and written

· Documented results related to the position’s responsibilities

Context related skills, knowledge and experience (shall be adapted to the specific position):

· Knowledge of context in refugee program

· Knowledge about own leadership skills/profile

· Experience of working as Log./Admin Officer in a humanitarian/recovery context

· Previous experience from working in complex and volatile contexts

2. Behavioral competencies

· Planning and delivering results

· Empowering and building trust

· Communicating with impact and respect

Handling insecure environment

 

 

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