Job Detail

About Norwegian Refugee Council (NRC)

The Norwegian Refugee Council (NRC) is an independent humanitarian organisation helping people forced to flee. We protect displaced people and support them as they build a new future.

Job Description

Job Overview:

The logistics officer is to assist and ensure effective and timely day-to-day implementation and management of the logistics related functions and process and as well as procurement related issues at Herat Area Office. The Logistics Officer will process procurement files and report procurement activities in a transparent and accountable way, ensuring that goods, works and services are delivered efficiently, in-line with NRC processes and procedures and in accordance with the principles off best values for money.

Generic responsibilities:

• Adhere to NRC policies, tools, handbooks, guidelines, procedures and donor requirement,
• Oversee procurement schedule and prioritization with programme team, according to supply plans
• Process procurement files for Herat level purchases, ensuring clear and detailed supporting documents are prepared and authorized in-line with NRC procurement processes
• Work with purchase requesters to ensure that selection criteria is agreed at the start of the procurement process and that clear selection criteria are included in all Requests for Quotations.
• Ensure that a transparent method for supplier selection is used and documented for all purchases
• Register and/or prepare requisitions, quotations and purchase orders and update status reports
• Prepare periodic procurement status reports and share appropriately
• Track current procurements and update them bi-weekly as per the Procurement Tracker Sheet (PTS) and forward the PTS to the line manager by 5th of every month
• Prepare RFQ, bid analysis and bid committee meeting minutes
• Liaise with suppliers to ensure prompt and accurate delivery of goods, services and equipment,
• Communicate response to vendors on status of their bids.
• Develop a standard list of supplies for Herat Area Office and establish prices catalogue
• Assist the Logistics Officer/Procurement in running the Procurement Unit in Herat Area Office and provide support to other colleagues during periods of absence.

Specific responsibilities:

• Plan and organize day to day procurement tasks and ensure that all activities pertaining to procurement function at Herat Area Office are carried out efficiently.
• Ensure that right goods and services are procured as per specifications requested and keep the Requesting Department fully engaged from start to finish of the procurement process.  
• Maintain and regularly update database of suppliers and service providers in Herat and share that with relevant teams in Herat Office.
• Maintain the procurement tracking sheet and share the update status of procurements regularly with all team leaders in Herat Area Office.
• Ensure that NRC Procurement Procedures, SOPs and logistics handbook are fully complied for all procurements in Herat and donor rules are followed. Seek guidance where necessary.
• Draft and dispatch Request for Quotation/Invitation to Tenders and coordinate with relevant departments for procurement committee meetings or Tender opening formalities.
• Support & coordinate with Herat Area Office on procurement requests and provide necessary guidance and support.
• Conduct market surveys and assessment and maintain a clean database system
• Provide anti-corruption, transparency and cost-efficiency focus in all procurement processes
• Provide training to project staff in procurement matters
• Prepare and develop status reports as required by management in weekly, bi-weekly and monthly basis
• Implement internal controls and procedures for ensuring strict compliance with the NRC Mission's Logistics Handbook and its standard operating procedures.
• Maintain procurement files and ensure that all documents related to procurements are securely kept/filed.
• Ensure that suppliers are paid according to agreed timeline and their payments are processed with finance in time. Follow up/Coordinate as it may be required.
• Identify suitable and reliable suppliers, vendors, providers and contractors of goods and services in support of Programme implementation in accordance with NRC logistics Guidelines.
• Receive purchase requisitions and source bids & quotations for the purchases of goods and services in accordance with NRC procurement procedures and tools.
• Assess, negotiate and issue purchase orders & contracts to suppliers, vendors, providers and contractors of goods and services in accordance with NRC value for money principles
• Liaise with suppliers to ensure prompt and accurate delivery of goods and services as per purchase order & contracts, invoices, delivery notes and packing lists.
• Maintain proper files of procurement documents (Purchase requisitions, quotations, bid analysis, purchase orders and other relevant documents)
• Work as closely as possible to the schedule designed by the Support Office logistics team, working to limit delays and disruption to plans.
• Perform others duties when required.
• Responsible for preparing of vouchers of all financial transaction according to PR / invoice and relevant supporting documents
• Receiving of cash advance for small purchasing and responsible for advance clearance with finance department
• Process office monthly pre-paid phone card for all national staff based on distribution list and do the payment accordingly. 

Skills Required

• COMMUNICATION

Submission Guideline: