Logistics and Administrative Assistant

Norwegian refugee council

Duty stations: Rwamwanja/Kyangwali

Key Responsibilities:

Administration Support

• Provide general administration and front-desk support, including reception duties and coordination of staff travel, accommodation, meetings, and official events as required.
• Maintain proper filing and record keeping systems as per the guidelines set by the management at the country office.
• Ensure safe custody, proper use, and basic maintenance of office supplies, utilities, and equipment, and support requests for repair or replacement.

Logistics, Procurement, and Warehouse Support

• Support procurement follow-up by coordinating with the suppliers, receiving supplies, verifying deliveries, and preparing GRNs in line with NRC procedures.
• Manage stores and warehouse operations in compliance with NRC stock control policies, including receipt, storage, handling, and issuance of items using FIFO/FEFO principles.
• Maintain accurate stock records, stock cards, and systems, and prepare periodic stock reports.
• Coordinate with program staff to ensure store requisitions are properly approved and documented and prepare waybills and delivery records.
• Immediately report any stock losses, damages, or discrepancies to the supervisor.

Fleet and Assets Management

• Support fleet administration by maintaining vehicle and motorbike records, ensuring availability of required documentation and safety equipment.
• Monitor fuel usage and prepare basic fuel consumption reports as requested by the line manager.
• Support planning and coordination of staff and material transport and ensure timely reporting of incidents such as breakdowns or accidents.
• Assist in asset management, including documentation, movement tracking, and support to physical asset verification exercises.
• Maintain custody and records of office and vehicle keys in accordance with management guidance.

Reporting and Compliance

• Prepare and submit monthly logistics, fleet, and stock reports in a timely manner.
• Ensure compliance with NRC policies, tools, handbooks, and guidelines.
• Support audits and monitoring visits by ensuring availability of accurate documentation.
• Perform any other duties as assigned 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

• Able to work with minimum supervision.
• Good Negotiation and Coordination skills
• Good Interpersonal skills
• Previous experience of working in complex and volatile contexts.

B. Behavioral competencies

• Handling insecure environments
• Managing resources to optimize results.
• Empowering and building trust
• Managing performance and development
• Planning and delivering results.

• Provide general administration and front-desk support, including reception duties and coordination of staff travel, accommodation, meetings, and official events as required.
• Maintain proper filing and record keeping systems as per the guidelines set by the management at the country office.
• Ensure safe custody, proper use, and basic maintenance of office supplies, utilities, and equipment, and support requests for repair or replacement.
• Support procurement follow-up by coordinating with the suppliers, receiving supplies, verifying deliveries, and preparing GRNs in line with NRC procedures.
• Manage stores and warehouse operations in compliance with NRC stock control policies, including receipt, storage, handling, and issuance of items using FIFO/FEFO principles.
• Maintain accurate stock records, stock cards, and systems, and prepare periodic stock reports.
• Coordinate with program staff to ensure store requisitions are properly approved and documented and prepare waybills and delivery records.
• Immediately report any stock losses, damages, or discrepancies to the supervisor.
• Support fleet administration by maintaining vehicle and motorbike records, ensuring availability of required documentation and safety equipment.
• Monitor fuel usage and prepare basic fuel consumption reports as requested by the line manager.
• Support planning and coordination of staff and material transport and ensure timely reporting of incidents such as breakdowns or accidents.
• Assist in asset management, including documentation, movement tracking, and support to physical asset verification exercises.
• Maintain custody and records of office and vehicle keys in accordance with management guidance.
• Prepare and submit monthly logistics, fleet, and stock reports in a timely manner.
• Ensure compliance with NRC policies, tools, handbooks, and guidelines.
• Support audits and monitoring visits by ensuring availability of accurate documentation.
• Perform any other duties as assigned by the supervisor.

• Good Negotiation and Coordination skills
• Good Interpersonal skills
• Fluency in English, both written and verbal
• Valid driving license.

• 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.
• Able to work with minimum supervision.