Logistics (Procurement) Assistant in Norwegian Refugee Council / NRC

Croatian Refugee Council (NRC)is an independent humanitarian non-governmental organization founded in 1946. We provide assistance, protect the rights and contribute to solving the problems of refugees, internally displaced persons and other persons affected by armed conflict. NRC began its activities in Ukraine at the end of 2014, supporting people affected by the conflict in the east of the country. We are now increasing our efforts in Ukraine and neighboring countries to provide assistance to people forced to flee their homes due to war. 

After the escalation of the conflict in February 2022, the NRC quickly expanded its activities throughout Ukraine and neighboring countries. NRC's humanitarian assistance focuses on an integrated approach, combining its expertise in program development (core competencies) in the areas of housing, education, protection from violence, and information, counseling and legal assistance (ICLA). The ICLA technical specialist will work within the framework of the Norwegian Refugee Council (NRC) and will be based in the office of the Ombudsman of Ukraine. The position was created to provide specialized legal knowledge in the field of protection of the rights and freedoms of persons affected by the war. The main responsibilities include the preparation of informational materials and legal clarifications, the drafting of proposals and letters in the field of rights protection, the analysis of normative legal acts, as well as the preparation of recommendations or positions on draft laws submitted to the Verkhovna Rada, the Cabinet of Ministers and other local and state bodies. The role also includes the preparation of analytical reports, reviews and proposals for cooperation with NGOs, international partners and authorities.

The Logistics Assistant (Purchasing) must support the day-to-day operations of the department; support vendor management, process small purchases, process payments, etc. under the direction and guidance of the Logistics Coordinator (Purchasing).  

General duties:

1. Adhere to NRC policies, manuals, guidelines and donor requirements.

2. Perform delegated logistics functions in accordance with the Action Plan under the supervision of the logistics coordinator.

3. Ensure the execution of daily operational procurement activities in accordance with the plan.

4. Ensure proper storage of all procurement-related documents.

5.    Promote and share ideas for improving the procurement function.

6.    Provide assistance in the procurement process, including marketingx research, identifying potential suppliers and obtaining proposals or proposals.

7.    Assist in regularly updating procurement trackers as needed.

8.    Assist in the creation and management of purchase orders, ensuring accuracy and adherence to established procedures.

9.    Assist in maintaining comprehensive and up-to-date records of procurement activities, contracts and vendor information in paper and electronic form on SharePoint.

10.    Perform other duties assigned by the line manager.

Specific duties: 

1.    In the absence of the Procurement Officer, Logistics Coordinators assist in the preparation of RFQs and RFQs and RFQs in accordance with NRC procurement rules and thresholds.

2.    In the absence of a procurement officer, the logistics (procurement) coordinators prepare award and rejection letters and then send them to the respective tenderers.

3.    In the absence of a procurement officer, logistics (procurement) coordinators assist in the preparation of contracts using NRC Ukraine templates. Provide support in the preparation of RFQs, tender packages and proposal analysis for complex procurements and submit them to signatories for review and approval.

4. As required and according to the workload, enter data and properly reflect all stages of procurement in the Agresso procurement system according to the manual. Upload all necessary procurement documents to the Agresso system.

5. Inform employees of the logistics department (purchasing), other employees of the support service and the program about the delivery of goods or the provision of requested services.

6. Prepare payment packages, obtain approvals and submit to finance department for processing and share updated information with relevant staff.

7. Ensure that all regular monthly/quarterly and annual payments are prepared. Verified and submitted to the finance department.

8. Monitor and ensure that required documents are collected from other NRC colleagues/departments/suppliers/service providers.
9.    After completion of procurement file generation, regularly move/transfer procurement files from working folder to new storage folder.

10.    Maintain proper records of procurement documents (and upload all documents to Agresso). 

11.    Ensure weekly work deliverables (task planning + regular task updates) are agreed with logistics coordinators and purchasing manager.

12.    Move monthly summary reports, including number of payments processed and list of completed purchases, to a new folder for archiving.

General Professional Competencies:

• Bachelor's degree in the relevant field (economics, logistics or any other field).
• 400; font-style: normal">Preferred experience in international non-governmental organizations/agencies
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Effective communication skills, both verbal and written.
• Ability to work in a team.    
  
  We offer:
  
  
• Official employment, fixed national contract until the end of 2026. with the possibility of extension;
• Competitive salary and health insurance;
• Working hours from 9.00 am to 5.00 pm;
• Professional growth opportunities;
• Working in a dynamic and influential environment;
• This position involves working in an office setting.
  
  
  The Norwegian Refugee Council (NRC) is an equal opportunity employer. Your job application will be considered based on the criteria of professional skills required for the position. Other personal characteristics (such as gender, age, disability, religion,national origin, sexual identification, etc.) will not be taken into account when reviewing resumes.
  We only contact candidates who are on the “short list” of applicants based on the selection results.
  We reserve the right, at our sole discretion, to end this competition at any time.
  To apply for this vacancy,click the link