Re-Advert: Logistics and Admin Officer (National Position) - Dollow

Job Title: Logistics and Admin Officer.
Line Manager: Area Coordinator Jubbaland.
 

1. AREAS OF RESPONSIBILITY 

Define the main areas and objectives that the job is responsible for:
 

• Management of NCA Area offices Jubaland logistics-related activities such as procurement, transportation, asset management, fleet management, and Warehousing in Gedo NCA Field offices.
• Ensure adherence to NCA and donors’ logistics procedures and policies, including digital archiving.
• Play an active role in the development of good systems and routines to professionalize the office within the field of procurement and logistics.
• Strategic sourcing of goods works and services like consultancy as per NCA procurement regulations.

1. MAIN TASKS 

List the primary tasks that are required to achieve the objectives and areas of responsibility defined above:

• Ensure accurate and up-to-date records and reporting systems are maintained, including procurement, warehouse management, transportation, fleet maintenance, assets, and inventory.
• Keep updated on new policies and procedures and ensure staff are informed and trained.

• Ensure accountability and transparency of all logistics operations of NCA Jubaland and partners working in the Jubaland Region.
• Contribute to building an open and supportive work environment within the team. Conduct regular individual as well as team meetings to strengthen the individual capacity, ownership, and team feeling.
• Responsible for sourcing of goods works and services like consultancy as per NCA procurement regulations.
• Carry out regular market surveys and coordinate with the programme team during the project design stage and the project implementation stage and Maintain market information for effective use of costs/prices for proposal development day-to-day operations.
• Develop and deliver capacity building for all NCA staff and NCA partners. Also, conduct logistics and partner assessments.
• Lead the identification of vendors and assess performance to ensure NCA has an effective and optimal mix of vendors.
• Evaluations of Bids in Simple, negotiated procedure and open tender procedure and prepare all NCA contracts i.e., work contracts, service contracts, and supply contracts. Ensure all contracts have NCA standard payment terms and modes of payment.
• Ensure vendors provide the account name and account number and capture all the information in sourcing documents and in the contract agreement.
• Maintain NCA Logistics and procurement templates.
• Ensures all fixed assets and inventory lists are registered, tagged, and updated in NCA fixed assets and inventory.
• Ensure that all procurements documentations are professionally documented, has complete and accurate supporting documentation, and appropriately filled in NCA respective procurement files. Also achieved all documents in the respective teams’ accounts.
• Identify, analyze, and report compliance risks in procurement flows, identify procurement red flags, and implement internal and external audit corrective action plans.

1. OTHER DUTIES / FUNCTIONS ASSIGNED TO THE POSTION

List any other duties/functions that this job entails (project or team leadership / coordination, etc.):

• Accommodation and Housing: Responsible for the arrangement of all accommodation, Conference/workshop booking requests received from staff country staff and NCA expatriate staff in consultation with the Area Coordinator.
• Other office and logistics duties; Handle all Jubaland framework agreements contracts, Equipment maintenance, Fleet management, Assets, and stock control.
• supervise and organize cooks and cleaners to meet their job descriptions, including meeting office health & safety standards for office premises and guest house.
• Must be available to travel to field locations.
• Assist in in any other related matters as requested by area coordinator.

• Degree in Logistics and Procurement Management/Business Administration or equivalent
• At least three years’ experience as a logistics and Admin with an INGO
• Ability to use computer packages - Word, Excel and Power point, email, and Internet.
• Good organizational skills, including, ability to work to deadlines, priorities, pay attention to detail and good numeracy skills.
• Documented results related to the position’s responsibilities.
• Excellent written and oral communication skills, in English
• Possess cultural awareness and sensitivity.
• Ability to work independently and as part of a team.
• Fluency in English and Somali, both written and verbal.
• Knowledge of the context in Somalia is an essential
• Ability to plan and coordinate.
• Ability to work under pressure and meet deadlines.

We Offer
Contract period: 12 Months with the possibility of extension.
Salary: According to NCA salary scale.
Duty Station: Dollow.
Travel: Some

Key Information - Please Take Note When Applying

• Apply by completing all the system-required fields of your experience, employment history, and education in your application.
• Ensure to attach your latest CV.
• Submit your application and CV in English.
• When creating your profile, include your full name as per your passport.
• Incomplete, email and paper applications will not be considered.
• Candidates are encouraged to apply early, as applications may be screened prior to the vacancy deadline.
• Applications that do not meet the minimum standards in terms of experience or qualifications will generally not be considered.
• Unsolicited applications not related to this specific job advertisement will not be considered.
• Only shortlisted candidates will be contacted. We receive many applicants for each vacant position.

Qualified female candidates are strongly encouraged to apply.
Before you apply:  
We kindly ask you to carefully read the  ACT Code of Conduct for the prevention of misconduct, including corruption, fraud, exploitation and abuse, including sexual; and to ensure child safeguarding and the  Protection from Sexual Harassment, Exploitation and Abuse and Child Safeguarding policy before you submit your application. If you are the selected candidate for this position you will be asked to complete and sign our Code of Conduct and Protection from Sexual Harassment, Exploitation and Abuse, and Child Safeguarding Policy.