Logistics Technical Assistant Yemen Sana'a (Only Females)

Contract

This is a Professional contract, Grade 4 (NRC) contract. More about Professional contract, Grade 4 (NRC) contracts.

Generic responsibilities (max 10)

These responsibilities shall be the same for all positions with the same title. The responsibilities shall be short and essential. Details belong in the Work and Development plan.

1. Adhere to NRC policies, tools, handbooks and guidelines
2. Assist with the implementation of the logistics portfolio according to plan of action
3. Prepare and develop status reports for procurements, assets and warehouse as required by management
4. Ensure proper filing of documents
5. Promote and share ideas for improvement of logistics and fleet management
6. Transport NRC staff, visitors, documents and goods/materials to designated destinations when officially approved
7. Respect the local traffic regulations and the NRC logistics/vehicle policies at all times
8. Ensure the safety and security of the passengers, the goods and the vehicle
9. Maintain the vehicle in proper operating condition at all times, including keeping the vehicle clean, ensuring enough fuel, checking the technical state etc…
10. Ensure the assigned vehicle has all the necessary documents and equipment

Specific responsibilities

These responsibilities shall be adapted to the particularities of the job location and context, phase of operation, strategic focus and type of programme intervention. This section shall be revised whenever a new employee is hired or the context changes significantly.

Procurement

1. To manage and register all incoming requisitions in Sana’a office and update status report on procurement for inclusion and circulation in the status report
2. To liaise with suppliers to ensure prompt and accurate delivery of goods, services and equipment.
3. To assist in preparation of documentation for bids committee meetings.
4. Maintain proper files of requisitions, quotations and purchase orders.
5. To report all procurement status in weekly/ monthly basis to the logistics officer.
6. Assist the logistics officer on having daily update for the procurement tracking sheet.
7. Others duties as assigned.

Asset Management

• Ensure proper recording and updating of asset register and ensure the appropriate coding and tags are placed on each item.
• Support the Logistics team for scheduling and conducting physical count of the assets.
• Manage inventory control/procurement of items at Sana’a office and all guest houses and report all stock balances to the logistics officer in weekly/ monthly basis.
• Others duties as assigned.

Warehouse Management

• Ensure proper documentation are kept in dealing with daily warehouse operations ie. GRNs, Stock Release Forms, Waybills
• Ensure timely dispatch of materials to the field locations in coordination with the Procurement unit and program team
• To report in monthly basis, the warehouse movement to the logistics officer and provide suggestions when require.

Fleet/ generator management:

1. Responsibility on the fleet and generators management in Sana’a office that will include fuel allocation for the vehicles.
2. Develop a monitoring system to ensure NRC fleet and generators are in good condition all the time.
3. Organize for the dispatch of goods and equipment whenever required and verify the packing list, waybills and export documentation
4. Prepare transport documentation accompanying dispatches such as packing lists, waybills and loading details to accompany shipment
5. Prepare fleet and generator report in accordance to NRC logistics guidelines
6. Manage NRC drivers in Sana’a. develop work plan, capacity building plan and conduct annual performance review

Asset Management

• Ensure proper recording and updating of asset register and ensure the appropriate coding and tags are placed on each item.
• Support the Logistics team for scheduling and conducting physical count of the assets.
• Manage inventory control/procurement of items at Sana’a office and all guest houses and report all stock balances to the logistics officer in weekly/ monthly basis.
• Others duties as assigned.

Warehouse Management

• Ensure proper documentation are kept in dealing with daily warehouse operations ie. GRNs, Stock Release Forms, Waybills
• Ensure timely dispatch of materials to the field locations in coordination with the Procurement unit and program team
• To report in monthly basis, the warehouse movement to the logistics officer and provide suggestions when require.

Fleet/ generator management:

1. Responsibility on the fleet and generators management in Sana’a office that will include fuel allocation for the vehicles.
2. Develop a monitoring system to ensure NRC fleet and generators are in good condition all the time.
3. Organize for the dispatch of goods and equipment whenever required and verify the packing list, waybills and export documentation
4. Prepare transport documentation accompanying dispatches such as packing lists, waybills and loading details to accompany shipment
5. Prepare fleet and generator report in accordance to NRC logistics guidelines
6. Manage NRC drivers in Sana’a. develop work plan, capacity building plan and conduct annual performance review

Critical interfaces

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

• Country Office

• Finance

• HR
• Program
• Logistics

Scale and scope of position

Staff:

4 drivers

Stakeholders:

Logistics cluster, UN agencies, INGOs, local NGOs, civil society, governmental bodies

Budgets:

Not Applicable

Information:

Agresso, Intranet and Monthly logistics report (procurement, warehousing, fleet, and asset)

Legal or compliance:

Term of employment, vendors, donors, NRC corruption policy, supplier’s vet, government tax and customs regulation.

1. Competencies

Competencies are important in order for the employee and the organisation to deliver desired results. They are relevant for all staff and are divided into the following two categories:

1. Professional competencies

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

Generic professional competencies:

• National Diploma in Logistics or Business Administration related discipline, or Bachelor Degree (holding these requirements are an asset).

• Minimum of 1 years’ experience from working as a Logistician in a humanitarian/recovery context

• Previous experience from working in complex and volatile contexts
• Documented results related to the position’s responsibilities
• Familiarity with procurement software
• Fluency in English and Arabic Language writing & Speaking.

Context/ Specific skills, knowledge and experience:

• Willing to travel to remote areas and to field offices, ability to work flexibly including weekends.
• Dedicated, Innovated, Inclusive, Accountable.

2. Behavioral competencies (max 6)

These are personal qualities that influence how successful people are in their job. NRC’s Competency Framework states 12 behavioural competencies, and the following are essential for this position:

• Handling insecure environment
• Planning and delivering results
• Empowering and building trust
• Communicating with impact and respect

1. Performance Management

The employee will be accountable for the responsibilities and the competencies, in accordance with the NRC Performance Management Manual. The following documents will be used for performance reviews:

• The Job Description

• The Work and Development Plan

• The Mid-term/End-of-trial Period Performance Review Template

• The End-term Performance Review Template

• The NRC Competency Framework