Job Advertisement

Position Title: Logistics Technical Assistant
Location: Bogota
Country: Colombia
Deadline Date: Not specified

Job Details

Job Posting Organization:
The Norwegian Refugee Council (NRC) is a global humanitarian organization that assists people forced to flee their homes due to conflict and disaster. Established in 1946, NRC operates in over 30 countries worldwide, providing aid and support to millions of displaced individuals. The organization is committed to defending the rights of refugees and internally displaced persons, ensuring they receive the necessary assistance and protection. NRC employs thousands of staff members globally, fostering a culture of responsibility, innovation, and professional growth among its employees.

Job Overview:
The Logistics Technical Assistant plays a crucial role in supporting the daily implementation of logistics activities, including procurement, distribution, Asset Management, and routine checks. This position is integral to ensuring the efficient and effective functioning of Logistics Operations within the organization. The assistant will work closely with the logistics team to implement the support function portfolio according to the action plan, prepare status reports for management, and maintain proper documentation. The role requires a proactive approach to promoting ideas that strengthen support functions and providing basic logistical Administration and support. The assistant will also assist in planning and delivering logistics activities, maintaining logistical records, and managing suppliers and equipment.

Duties and Responsibilities:
The Logistics Technical Assistant will be responsible for a variety of tasks, including but not limited to: ensuring adherence to NRC policies, tools, manuals, and guidelines; supporting the implementation of the support function portfolio; preparing and developing required status reports; ensuring proper filing of supporting documents; promoting ideas to strengthen support functions; providing basic logistical administration; assisting in logistics activity planning and delivery; maintaining logistical records, suppliers, and equipment; and performing other tasks as assigned by the Line Manager. Specific responsibilities include:

• Procurement: - Consult and support market studies and provide estimated prices.
  
  - Participate in project procurement planning.
  
  - Ensure proper documentation for procurement procedures according to Document Management requirements.
  
  - Manage and track all procurement documentation, ensuring all necessary approvals are obtained before contractual commitments.
  
  - Prepare printed copies of procurement files and ensure timely submission to Finance.
  
  - Verify invoice accuracy against orders/contracts and track partial deliveries.
  
  - Ensure proper documentation for goods ordered and received from abroad.
  
  - Responsible for tagging all newly purchased NRC assets and registering them in AR and Agresso.
  
  - Enter all required data at all stages of procurement into the Agresso procurement system.
  
  - Prepare drafts of waivers and filing notes as necessary.
  
  - Conduct minor purchases as needed by the program.
  
  - Manage logistics required for cash transfers requested by the program.
  
  - Participate in supplier evaluations and assist the team leader with updating the Supplier Database.
• Warehousing/Assets: - Ensure proper storage and rotation of stock and maintain adequate structural conditions of warehouses.
  
  - Ensure only authorized personnel access the warehouse and receive supplies or materials.
  
  - Supervise the packing, loading, and unloading of all materials.
  
  - Ensure compliance with safety regulations for warehouse operations.
  
  - Report any losses, damages, or discrepancies.
  
  - Ensure timely and efficient shipping and receiving of goods.
  
  - Maintain accurate inventory records and controls.
  
  - Organize local labor for timely and efficient receipt and shipping of goods.
  
  - Assist the team leader in preparing and presenting appropriate supporting documents.
  
  - Support and train warehouse assistants and local staff as needed.
  
  - Conduct physical counts of inventory and assets at least twice a year and document results in inventory reports.
  
  - Maintain and update the NRC asset list and update information in Agresso.
  
  - Maintain records of Receipt General Notes and Distribution Lists and manage supplier payments and warehouse exit justifications.
  
  - Prepare documents for contract payments.
• Fleet Management: - Ensure vehicles are used and maintained according to the Logistics Manual, Road Safety Strategic Plan, and NRC policies.
  
  - Ensure NRC vehicles are equipped with necessary documents and equipment.
  
  - Plan, schedule, and monitor transportation of personnel and materials/equipment according to requests and procedures.
  
  - Ensure all NRC vehicles are in proper working condition and have adequate maintenance plans.
  
  - Manage spare parts requests for vehicles.
  
  - Coordinate timely reporting of incidents such as accidents and breakdowns.
  
  - Ensure proper filing of all vehicle records and reports.
  
  - Optimize fleet size, vehicle models, utilization, and operational costs.
  
  - Support the Logistics Team Leader in managing, evaluating, and reporting on fleet management activities.
  
  - Provide support in testing, training drivers, and authorized personnel.
  
  - Ensure timely, accurate, and correct Data Entry into the fleet management system.
  
  - Ensure filing of daily vehicle movement logs and maintain communication with drivers in the field.
  
  - Ensure filing of daily, weekly, and monthly vehicle/fuel usage reports; prepare statistical reports on vehicle usage/distribution.
  
  - Prepare documents for contract payments.

Required Qualifications:
The ideal candidate for the Logistics Technical Assistant position should possess the following qualifications: a minimum of one year of work experience in support and logistics functions within humanitarian contexts; prior experience in complex and changing environments; demonstrable experience related to the responsibilities of the position; and some knowledge of the English language. Specific skills, knowledge, and experience required include:
- Technical or technological background, or final semester student in Logistics Administration, International Business, or similar fields.
- Solid knowledge in Supply Chain Management.
- Experience in Warehouse and stock management.
- Experience in Fixed Asset Management.
- Knowledge in Fleet Management.
- Knowledge in national and international goods transportation management.
- Proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook) and experience with ERP software.

Educational Background:
Candidates should have a technical or technological background, or be final semester students in Logistics Administration, International Business, or similar fields. A solid understanding of Supply Chain Management principles is essential, along with relevant coursework or training in logistics and procurement processes.

Experience:
Candidates should have a minimum of one year of relevant work experience in support and logistics functions, particularly in humanitarian contexts. Experience in complex and rapidly changing environments is highly desirable, as is demonstrable experience related to the specific responsibilities outlined in the job description.

Languages:
The mandatory language for this position is Spanish, as all communications and documentation will primarily be in this language. Proficiency in English is considered a valuable asset, as it may be necessary for communication with international teams and stakeholders.

Additional Notes:
This position is based in Bogotá, Colombia, and is offered as a national fixed-term contract. Occasional travel may be required as part of the role. The NRC is an equal opportunity organization committed to diversity without distinction of age, gender, religion, ethnicity, nationality, or physical ability. The organization encourages original thinking, fosters ideas, and empowers employees at all levels. Candidates are encouraged to apply early, as NRC may review applications before the announced deadline. Only shortlisted candidates will be contacted.