Logistics & Administrative Officer NGO Careers – Oxfam International
Job Title: Logistics & Administrative Officer
Organization: Oxfam International
Duty Station: Uganda
Reports to: Emergency Response Manager
About US:
Oxfam is a worldwide organisation that employs works in more than 90 countries. We seek to overcome poverty and suffering. Oxfam’s global strategic goals include contributing to achieving more profound and lasting change in the lives of people living with poverty and injustice. We’re creating a worldwide influencing network to unite the power of local organizations, who share a common vision for change. Adequately resourced, local organizations are bestpositioned to influence and actively participate in the fight against the injustice of poverty.
Job Summary: The Logistics & Administrative Officer will manage the overall logistics operations with a particular focus on fleet, procurement and adequate stewardship of agency resources (Assets). The Logistics Officer will be exemplary in her commitment to Oxfam Novib core values, upholding principles and policies.
Key Duties and Responsibilities:
Procurement and Purchasing
- Handle local procurement activities of the office according to Oxfam Novib procurement regulations.
- Ensure that there is an approved purchase request for all purchases with valid project/fund numbers dully filled out before any purchase is made
- Study the approved purchase requests and raise any unclear issues with regards to specifications, delivery times with the respective requesting officers & partners.
- Solicit for at least three independent quotations from reputable vendors using acceptable competitive bidding procedures. All requests for bids must be in writing and documented on file.
- Compile a detailed Bid Analysis and submit to the Program Coordinator for review and approval. Where necessary, send copies of the quotations and bid Analysis to Support Manager in Kampala for verification and review.
- Following approval of the bid analysis, prepare a Local Purchase Order (LPO) for the successful bidder. Also ensure that waivers or local purchase approvals are secured before purchases are actually made. Maintain close communication with the vendor/supplier to ensure prompt delivery and keep requesting officer informed on progress of procurement.
- Following receipt of goods, attach all procurement documentation and submit for preparation of payment request.
- Prepare and register all fix assets in the register book with clear documentations of serial numbers and inventory numbers properly attached.
- Implement and document Oxfam Novib standard procedures and practices of purchasing and promote accountability of resources.
Transport and Fleet Management: The Logistics Officer will be responsible for supervision of the drivers & guards; maintaining the vehicle fleet in the Yumbe office and coordinating vehicle allocation for staffs, partners and visitors.
- Supervise the work of the drivers to ensure proper vehicle allocations, tracking of vehicle related costs inclusive of monitoring maintenance/repair/service schedules and fuel.
- Ensuring proper vehicle allocation.
- Maintain accurate and update vehicle files and ensure that mileage log sheets, vehicle repair records, service and related costs documentation are prepared and used as required.
- Ensuring monthly fuel usage reports for all vehicles are prepared and passed to Kampala office as required as well as maintains proper file records.
- Ensuring monthly spares usage and vehicle service reports.
Asset and Property Management
Office:
- Assist with the leasing and maintenance of premises for offices in compliance with Oxfam Novib and donor requirements.
- Prepare schedules to track lease expiry dates and rent payments and submit them to the Kampala Office on a 6 months or yearly basis. Ensure that lease agreements are renewed in time and payments are made in time.
Property record
- Development and updating of a property inventory database by Oxfam Novib property sequentially, number of units, serial no., description of property, project no. /voucher no., date acquired, purchase cost, condition, location, user, expected disposal date if applicable.
Year End Inventory Verification
- Conduct annual physical count of property and maintain update file copy.
- Document discrepancies from the previous inventory such as vehicle accident, damage, condition, location transfer etc.
Admin & Management
- Facilitate hotel and guesthouse bookings for OXFAM staff and visitors, follow-up the presentation of monthly bills and ensure that approved payment request is submitted in a timely manner.
- Ensure Cleanliness of Oxfam Yumbe office & Supervision of the guards & Cleaner while making sure their payment requests are processed promptly & accurately.
- Monitor the Usage of Utilities to ensure cost effectiveness and efficiency.
- Ensure that there is an updated Asset/inventory list at the field office while ensuring the use of the bin card for stores management.
Qualifications, Skills and Experience:
- The ideal candidate for the Oxfam Logistics & Administrative Officer job must hold a relevant qualification in Business Administration (Degree level preferable – Procurement, Administration, or any related field)
- Three years of practical experience preferable in an INGO. Some of this time should have been in emergency refugee programmes.
- Good understanding of the national Procurement guidelines procedures and policies.
- Developed interpersonal and team skills and proven ability to be flexible in demanding situation.
- Capacity and desire to pass skills and information, confident communicator and willingness to work in collaboration with others and respectful.
- Sympathy with the aims and objectives of Oxfam and commitment to humanitarian principles and action.
- Reliable team member works systematically and with limited supervision.
- Experience in budgeting, budget monitoring and expenditure forecasting.
- To be familiar with and abide by the NGO/Red Cross Code of Conduct, the People in Aid Code, Oxfam International procedures and other regulatory codes/protocols (e.g. Sphere Minimum Standards and InterAction Field Co-operation Protocol).
- A mature understanding of relevant issues derived from at least two years of field experience, preferably both in relief and development with an organisation similar to Oxfam.
- Personnel management skills.
- Diplomacy, high integrity, tact and negotiating skills.
- Sensitivity to cultural differences, and the ability to work in a wide variety of cultural contexts.
- Good written and spoken English
- Commitment to equal opportunity and gender policies.
- Demonstrated experience in integrating gender and diversity issues into programmes.
How to Apply:
All suitably qualified and interested candidates are encouraged to send their updated CVs and cover letters ONLY to oxfamuganda-jobs@oxfam.org indicating the position name in the email subject line. Only short-listed candidates will be contacted.
Deadline: 1st June 2018
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