Logistics Officer NGO Jobs – Humanity & Inclusion (Handicap International) Salary 2.2m
Organisation: Humanity & Inclusion (Handicap International)
Duty Station: Arua, Uganda
Reports to: Field Coordinator
Starting Salary: UGX 2,208,949 monthly gross
About US:
Humanity & Inclusion (formerly Handicap International) is an independent and impartial aid and development organisation working in situations of poverty and exclusion, conflict and disaster. We work alongside disabled and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights. Handicap International is outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.
Job Summary: The Logistics Officer will be responsible to manage the logistics’ field office & sub bases in compliance with Humanity & Inclusion internal framework and institutional donor regulations so as to ensure timely support to on-going logistical support for the project activities.
Key Duties and Responsibilities:
Steering the field office’s & sub bases logistics management
- Define and apply logistics procedures for the supply chain (purchase, stock, transport), equipment, vehicle fleets, power supply and telecommunications, in compliance with the legal framework and internal and donor regulations
- Set up monitoring tables so as to have reliable information permanently to hand
- Set up indicators and internal controls for the implementation of logistics procedures
- Train program teams in HI and donor logistics procedures and in the logistics regulations applying to the program and to partners, in compliance with the legal framework
- Support project teams in the training and monitoring of partners with regard to the implementation of logistics procedures
- Ensure checks are conducted on partners’ logistics processes
- Ensure the filing and archiving of logistics documents
Planning and guaranteeing efficient supply chain management
- Participate in the drafting of a supply plan per project
- In liaison with the FCO/ FLM, define (adapted procedure) and supervise the program’s
- supply procedures in compliance with internal and donor regulations and legal requirements
- Oversee the transport of merchandise and manage customs clearance procedures
- Manage national and international calls for tender
- Set up and check on the regular updating of a suppliers database
- Supervise the monitoring of Purchase and Service Requests and check purchase files
- Supervise the reception of merchandise and the delivery of material to requesting parties
- Assist with the drafting of donor reports and preparing for audits on aspects concerning supply
- Draw up contracts for suppliers and service providers and manage, archive and monitor suppliers and service providers
Supervising the management and use of the vehicle fleet and other means of transport in compliance with internal regulations and the security plan
- In liaison with the FCO/ FLM, define the program’s transport needs
- Define the management and user rules for vehicles and other means of transport in compliance with local legislation, the highway code, the program’s security rules and HI’s regulations
- Organize/ensure the organization of the management of other transport means
- Organize/ensure the organization of the above vehicles’ allocation and availability
- Undertake the following tasks and record them in the vehicle monitoring table:
- Optimal vehicle maintenance
- Monitoring and checking vehicle use and consumption
- Managing the vehicles’ fuel supply
- Following up on road accidents
- Ensuring the filing and archiving of files, contracts and documentation associated with vehicles and transport
Managing technical equipment
- Validate the choice of adapted materials in compliance with procurement procedures
- Assist with the definition of equipment management procedures and put them in place
- Set up and monitor Equipment Monitoring Charts (EMC); ensure the reliability of the data they contain and the filing and archiving of documents pertaining to them
- Liaise with the Program Accounts Unit on the localization of fixed assets and their monitoring in the EMC
- Monitor entries and withdrawals for each equipment group
- Undertake regular physical inventories and send them to head office in compliance with deadlines
- Ensure the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication, etc.)
- Check the Technology Charter is properly applied and monitor email and internet access
- Train program staff on how to handle equipment and draft procedures for use
- Assist with drafting donors’ financial reports, funding proposals and budgets revisions for aspects concerning equipment management
Managing/overseeing the management of general services (expatriate staff accommodation, offices and storage facilities)
- Set up and supervise the physical management of stocks and storage premises
- Set up and monitor stock management procedures
- Identify and anticipate program needs for premises
- Define the criteria for choosing and selecting premises
- Search for and identify available premises
- Manage the fitting out, upkeep and maintenance of premises
- Analyse insurance coverage options and contact insurance companies
- Monitor the premises’ utility contract costs (water, electricity, etc.)
- Ensure the premises are secure (locking systems, watchmen, first aid kits, extinguishers)
- Manage the logistical organization of project seminars and training
Participating in the analysis and implementation of the program’s security rules
- Bring all security information collected that he/she is aware of to the attention of his/her line manager
- Monitor the program risks
- Circulate information concerning the security of travel, equipment and premises within the program
- Secure and render visible the premises, vehicles, equipment and individuals as set out in the security rules
Managing the program’s logistics team
- Manage and lead the program’s logistics team, fix objectives and assess the staff he/she line – manages
- Train his/her team
- Set up communication and coordination mechanisms for his/her team
- Manage contractual monitoring (leave, end of trial periods, etc.) of the staff he/she line- manages; if necessary, co-validate disciplinary procedures with the support services coordinator
- Oversee his/her team’s career development: define training needs and provide guidance on professional development
Managing the logistics report
- PSR Monitoring Tool
- Contract Follow up
- Stock report
- ECM (Equipment Control & Management) report
- Inventory report
- Vehicle Monitoring report
Respect of HI identity, rules and policies
- Know, understand, apply and respect HI code of conduct and ethics, HI mandate and values, HI rules and operating procedure, HI policies (child protection policy, policy and mechanism for the prevention of and fight against bribery, the protection of beneficiaries from sexual exploitation and abuse policy) and make sure they are known, understood, applied and respected by its team
- Know, understand, apply and respect HI security rules and make sure they are known, understood and applied by her/his team
- Regular refresher training is organized
Qualifications, Skills and Experience:
- The ideal candidate for the Humanity & Inclusion (Handicap International) Logistics Officer job must hold a University Degree in Procurement or logistics
- Two years of experience in the Logistics Field.
- Proven experience in General services management, Management of technical equipment, Vehicles and Merchandise management
- You require organization skills, ability to make decisions, team player and multi-tasking.
Starting Date: 01st October 2019
Length of contract: Annual with the possibility to extend
How to Apply:
If you feel you meet the requirements please send an updated CV (3 pages max, including three professional referees current and/or past line managers) with a cover letter to HR department at recruitment@uganda.hi.org with the subject: Logistics Officer Application
NB: Only shortlisted candidates will be contacted. Any efforts to influence the recruitment process will lead to automatic disqualification.
: List of Current Job Vacancies / Opportunities in Uganda