Logistics Advisor- Syria Response Office At Norwegian Refugee Council

Background

NRC currently has more than 2,000 staff in the Middle East region assisting people displaced by conflict in Syria. As a leading humanitarian organization, we support displaced persons by implementing programmes across the Shelter, Education, Food Security, Information Counseling and Legal Assistance (ICLA) and Water, Sanitation and Hygiene (WASH) sectors with strong protection and resilience focus integrated into our programmes.

The Syrian crisis is almost into its 9th year, but the level and intensity of the conflict in the country remains high. Humanitarian and protection needs inside Syria are overwhelming. Ongoing conflict and continued displacement compound a complex emergency situation. According to UN OCHA, 13.6 million people are in need of humanitarian assistance in Syria and millions have been forced to flee. More than 1.4 million displacements were recorded in 2019. More than 6.5 million are internally displaced and many have fled the war-torn country, including 5.5 million refugees across the region.

Internal Description

All NRC employees are expected to work in accordance with the organisation’s core values: dedication, innovation, inclusivity and accountability. These attitudes and believes shall guide our actions and relationships.

Duties and responsibilities

NRC Syria Response is looking for an experienced, enthusiastic and highly motivated profile with a strong background in Logistics and Supply Chain Management. The job holder will need to be willing to work in a changing environment and adapt to changes, as well as dedicate extensive part of her/his time to provide on-the-job training to staff and oversight and monitoring of Logistics activities with some travel to support the team based in Erbil.

The main objective for the Logistics Advisor is to support the Area Office Logistics teams, in particular the AO Logistics Coordinators to deliver high quality, efficient, effective and compliant Logistics services to meet the needs of Programs. The Logistics Advisor is also responsible to lead on countrywide logistics processes, ensuring consistency in operations and proactive collaboration and problem solving across the entire SRO. The Logistics Advisor is also the key focal point for the SRO with the Regional office for the consolidation of data and monthly KPI reporting.

The following is a brief description of the role.

Generic responsibilities

Ensure that the country set up for logistic complies with NRC Logistic handbook, policies and donor requirements
Implement NRC’s logistics systems and procedures and develop country specific SOP’s to ensure good practices in place
Capacity building and support of logistic and non-logistic staff with logistical responsibilities
Conduct periodic compliance checks and implement quality control measures of country logistic functions
Managing timely procurement processes for national and international purchasing and tenders
Analyse and manage market assessments within the scope of work and at the request of programme/project developers
Ensure proper donor compliance and internally reporting is accurately documented for the delivery of goods and services
Ensure that NRC’s resources are utilised in most efficient and effective ways
Ensure anti-corruption, transparency and cost-efficient focus in procedures and trainings
Establish filing systems/archives according to NRC logistics standards in all offices
Initiate and maintain necessary leases, licenses and contracts with relevant authorities and suppliers

Specific responsibilities

Coordination

Work closely with the AO Logistics Coordinators to identify challenges and collaboratively identify solutions.
Organize regular Logistics meetings and workshops to ensure regular information sharing and consistency across all office
Be the focal point for monthly KPI reporting and other ad-hoc reporting to the regional office and to the Head office as necessary.
Consolidate AO procurement plans at the CO level and conduct high level review.

Procurement

Support AO Logistics coordinators to deliver against the AO procurement plan
Be the key focal point for procurements which are reviewed by the regional High value tender committee
Lead the management of international tenders.
Lead the management of all procurement processes relating to consultancy
Lead the procurement processes related to major procurements and in particular those leading to framework agreements.
Review and approve all waivers and maintain a tracking of all waivers issued.

Transport and Fleet

Support AOs to manage their fleet in an effective and efficient manner through analysis and review of fleet data submission.
Support AOs to manage their fleet contracting and ensure timely renewal of agreements with service contractors

Warehouse and Stock Management

Conduct regular review of stock reporting submitted by the Area Offices.**
Support AOs to ensure that there is continuous and effective management of the warehouse and associated stock, in particular following up on expiring and dead stock and stock related to ending projects
Coordinate the bi-annual stock count processes.

Asset Management

Ensure the Country Office has an updated Asset Register at all times.
Lead on any disposal of assets, when required.

Compliance

Ensure adherence to SOPs and NRC Logistics Handbook at all times.
Review and update SOPs when required.
Conduct regular spot-checks on Supporting Documentation
Liaise with compliance department to improve quality of services delivered by logistics to other NRC departments and therefore beneficiaries.

Other

Work with the Program Unit to conduct Market Assessments to support strategic and operational planning for cash based interventions.

Critical interfaces

By interfaces, NRC means processes and projects that are interlinked with other departments/units or persons. Relevant interfaces for this position:
Programme Departments at CO level.
Area Managers, Area Programme Managers and Area Support Managers.
Other Support Departments (Finance, Compliance and HR)
Regional Logistics Advisor
Regional Compliance Unit
Cash based interventions and market based programmes (interface between support and programme team)

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:

Professional competencies

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

Minimum three (3) years of higher education in logistics and/or project management.

Generic professional competencies for this position:

Minimum 3 years of senior Logistics experience (Coordinator or above) in Humanitarian contexts.
Experience in supporting logistics teams
Proven experience on Supply Change Management and Compliance.
Experience from working in complex and volatile contexts.
Documented results related to the position’s responsibilities.
Fluency in English, both written and verbal.
Fluency in Arabic, both written and verbal.

Context related skills; knowledge and experience:

Experience in Syria or Middle East countries.
Knowledge of Kurdish is an asset.
Knowledge of cash-based interventions and market based programmes
Experience of working in matrix management structure
Experience of working remotely.

Behavioural competencies

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 environments
Planning and delivering results
Working with people
Analysing
Communicating with impact and respect
Coping with change

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: