Job Description

Logistics and Administrative Assistant

Duty stations: Rwamwanja/Kyangwali

Generic responsibilities

Management of Logistics and Administration staff assigned to him or her.
Implement plan of action for delegated portfolio of Logistics and Procurement
Day to day follow up the progress in Procurements and other Logistics tasks.
Ensure compliance with NRC policies CC tools, handbooks, and guidelines.
Promote and share ideas for technical improvement.
Prepare periodic progress reports and other documents.

Specific responsibilities

Provide administrative and front-desk support, including receptionist duties, and support in bookings and reservations arrangement for staff, including hotel and flight bookings, meetings, and official events as required.
Maintain proper filing and record keeping as per the guidelines set by the management at the country office.
Liaise with procurement officer to receive copies of purchase orders, coordinate with suppliers to plan, and receive supplies, verify, prepare Goods Received Notes (GRN), collect relevant documentation, collating and organizing documents in accordance with the NRC procurement checklist.
Control and manage stores in compliance with NRC stock control policies, ensuring complete, accurate, and well-organized stores documentation for audit and compliance purposes.
Oversee receipt, storage, handling, and distribution of materials and supplies, supervising packing, loading, and unloading while maintaining warehouse cleanliness, safety, orderliness, and controlled access.
Ensure accurate and timely stock tracking, including proper recording of all stock movements on stock cards and systems, and issuing items according to FIFO and FEFO principles.
Maintain accurate stock reporting and accountability, including preparation of periodic stock reports, and immediate reporting of any losses, damages, or discrepancies.
Coordinate with program staff to ensure store requisitions are approved in accordance with the authorization matrix. Prepare waybills and maintain copies of deliveries on file.
Ensure custody of office and motor vehicle keys, issues keys as agreed with management and maintain a register/log of all keys issued and returned.
Ensures safe custody, proper use and maintenance of office supplies, utilities, and equipment, and assesses and advises on needs for repair and/or replacement and initiates/follows up procurement or replacement.
Ensure vehicles and motorbikes are properly equipped with all required documents and safety equipment, maintain accurate filing of vehicle records and reports, and prepare requisitions for vehicle and motorbike spare parts as needed.
Closely monitor fueling of vehicles and motorbikes and provide monthly fuel analysis and consumption report for payment if requested by the line manager.
Plan and monitor transport of staff and material/equipment according to demands and procedures. And ensure timely reporting of eventualities like accidents and breakdowns.
Assists in ensuring NRC assets and inventory are properly documented, movements are monitored and recorded, and assets are maintained & support physical asset varication.
Provide monthly reports on stock, fleet, administration and posted on time on O365 for line Manager review.
Perform any other duties as may from time to time be requested by the Supervisor.

Professional competencies

Diploma in Business Administration or Procurement and Logistics or equivalent relevant field
At least 2 years’ working experience in handling logistics and administrative work in busy humanitarian/recovery context.
Previous experience from working in complex and volatile contexts.
Documented results related to the position’s responsibilities
Must be fluent in English, both written and verbal
Understanding of the operational context in Southwest and Midwestern Uganda will be an added advantage.
Documented results related to the position’s responsibilities.
Knowledge about own leadership skills/profile
Fluency in English, both written and verbal
Valid driving license.

Personal Qualities