The Logistics Coordinator plays a pivotal role in overseeing and optimizing the logistics and procurement functions at the Norwegian Refugee Council, ensuring efficient acquisition, management, and distribution of goods and services. This position requires a strategic thinker with strong leadership, communication, and analytical skills, capable of managing high-value procurements, fleet operations, warehouse management, customs clearance, and market assessments.

Key Responsibilities:

1. Procurement Planning and Strategy

   • Consolidate master procurement plans and coordinate with Project Managers to ensure timely updates to project procurement plans with clear timelines, specifications, and correct procurement thresholds.

   • Identify opportunities for establishing Framework Agreements (FWAs) with qualified and reliable suppliers.

   • Ensure procurement planning aligns with NRC policies, donor requirements, and operational needs.

2. Procurement Operations and Management

• Ensure quality, accuracy, and completeness of Request for Quotation (RFQ), Invitation to Bid (ITB), and other tender documents.

• Manage vendor communications throughout the tendering process and ensure timely submission of bids.

• Maintain procurement tracking tools and contract trackers to monitor progress and compliance.

• Act as the primary focal point between NRC and awarded suppliers, addressing queries and resolving contractual issues.

• Secure signed order confirmations and ensure full adherence to agreed contractual terms and conditions.

3. Fleet Management

• Oversee fleet operations and ensure compliance with NRC fleet policies and procedures.

• Monitor and review carpool and vehicle utilization reports regularly.

• Manage fuel requisitions, monitor fuel balances, and conduct spot checks on fuel consumption and vehicle usage.

• Develop and implement fleet optimization strategies to improve efficiency and reduce operational costs.

• Ensure regular vehicle maintenance schedules are followed.

• Facilitate and monitor driver training programs to enhance safety, compliance, and efficiency.

4. Warehouse Management

• Ensure efficient, compliant, and secure warehouse operations, including inventory control and staff supervision.

• Conduct regular warehouse audits and physical inventory counts to ensure accuracy and accountability.

• Develop and implement warehouse standard operating procedures (SOPs) to improve efficiency, safety, and security.

• Coordinate with logistics teams to ensure sufficient storage capacity and timely distribution of goods.

5. Customs Clearance

• Manage customs clearance processes for international shipments, ensuring full compliance with local laws, NRC procedures, and donor requirements.

• Develop and maintain detailed importation lists for all international shipments in coordination with programs and procurement teams.

• Follow up with the Ministry of Finance (MoF) and the Humanitarian Aid Commission (HAC) to obtain required approvals, tax exemptions, and clearance authorizations.

• Liaise closely with government authorities, customs offices, clearing agents, and freight forwarders to facilitate timely and cost-effective import and export processes.

• Ensure accurate, complete, and well-archived records of all customs documentation, approvals, exemptions, and correspondence in line with NRC and regulatory requirements..

6. Market Assessment

• Support and contribute to market assessments relevant to program and project needs.

7. Asset Management

• Conduct assets count at least twice per year for all NRC assets and follow up on asset check-out forms, loss, and damage reports.

• Ensure all asset records are properly archived and up to date.

• Ensure compliance with donor guidelines regarding asset use and disposal.

• Verify that all assets are properly tagged and documented.

• Prepare and submit asset disposal documentation for management approval when required.

8. Reporting and Capacity Building

• Serve as the focal point for monthly logistics reports for all Area Offices.

• Review and provide feedback on carpool reports, engine reports, Warehouse Management System (WMS) data, contract follow-up sheets reports from different offices with asset movement – tracking from different offices and submit consolidated reports to Head Office.

• Provide quarterly logistics-related training to Area Office and Field Office teams.

• Deliver training sessions to partners and suppliers on NRC logistics, procurement, and compliance guidelines.

Generic Responsibilities:

• Ensure adherence to NRC's policies, handbooks, guidelines, SOPs, and donor requirements.

• Implement logistic systems and procedures at the field office level, coordinating timely operational planning and management of logistic activities.

• Coordinate periodic checks to ensure local SOPs regulate procedures at field office level.

• Prepare and submit reports and analysis on logistics and procurement activities.

• Ensure proper filing of all support documents and support line managers in logistics-related procedures and team training.

• Manage the logistic team, including recruitment, performance management, and asset management.

• Ensure safe and efficient transport of staff and materials/goods.

• Perform other duties as assigned by the Line Manager.

1. Competencies

1. Professional competencies 

Generic professional competencies for this position:

• Experience from working within technical expertise area in a humanitarian/ recovery context.

• Previous experience from working in complex and volatile contexts.

• Documented results related to the position’s responsibilities.

• Knowledge about own leadership skills/profile.

• Fluency in English and Arabic both written and verbal.

   

Context/specific skills, knowledge and experience:

1. Minimum 3 years’ experience in procurement and contracts management at a senior level preferably within a humanitarian context

2. Qualification requirement: Bachelor's degree or higher 

3. Good working knowledge of stock management or fleet management (or both). 

4. Technical skills or knowledge in electricity, plumbing, and mechanic… as added value.

5. Experience and knowledge of key institutional donor’s procurement rules and regulations;

6. Proven management experience, including training and capacity building of national staff;

   Highly organized with strong administration and information management skills;

   Strong interpersonal and communication skills;

   A high level of computer literacy;

    

Behavioural competencies, and the following are essential for this position:

• Managing resources to optimising results;

  • Initiating action and change;

  • Planning and delivery results;

  • Communicating with impact and respect;

  • Managing performance and development.