Logistics Officer Jobs – Mott MacDonald
Job Title: Logistics Officer
Organisation: Mott MacDonald
Duty Station: Kampala, Uganda
About Mott MacDonald:
Mott MacDonald is a leading, employee-owned global management, engineering and development consultancy with £1 billion revenue and more than 14,000 staff working in 140 countries for both the public and private sectors. Our International Development Services Unit, IDS, operates portfolios within the international development sectors of Environment, Climate, Water, Roads, Rural & Urban Development, Education, Health, Social and Economic Development in over 40 countries. Together we implement and manage projects in developing countries and emerging economies around the world, supporting national governments and municipalities in policy, planning, project design and delivery. We are committed to support the United Nations Sustainable Development Goals and to provide our expertise to improve the lives of people in need.
Job Summary: The Logistics Officer will render support in the effective mobilisation of international staff and consultants visiting from overseas.
Key Duties and Responsibilities:
- Coordinating with UK team members for support on visa applications, flight bookings, and security travel approvals and procedures;
- Managing local travel arrangements such as airport transfers and hotel bookings.
- Support the mobilisation of staff and sub-consultants from Kampala to the districts, including making timely bookings, tracking reservations, identifying preferred suppliers, and negotiating favourable fares;
- Communicate details of airport transfers, accommodation, security information, and day-to-day logistics to travellers in a timely manner prior to departure;
- Assist the Deputy Programme Manager to design, standardise, and implement safety and security procedures for travel to the districts in accordance with approved Mott MacDonald practices and the guidelines provided in the Operations Manual;
- Manage list of preferred suppliers, including hotels, car hire firms, caterers, and furniture suppliers among others, ensuring that all appropriate due diligence processes are followed prior to their addition to the list;
- Manage overall logistical supplier relations and liaise with suppliers to negotiate preferential rates. Work with the Mott MacDonald Ugandan admin team to communicate changes in the preferred supplier list and agreed rates, ensuring that agreements and contracts are duly signed and archived;
- At all times, ensure compliance with DFID and Mott MacDonald procurement and supplier selection policies and alert the Deputy/Programme Manager for any deviations from such policies;
- Offer support to the Technical Team in the organisation of events, meetings, and workshops. Tasks may include preparing and disseminating invitations, arranging transportation for staff and participants, identifying venue and other suppliers such as caterings, providing stationary and other materials needed for the workshop, printing and binding documents etc.;
- Organise Regional Logistics Meetings including the local transport committee and/or admin meetings as per Mott MacDonald Business procedures. Ensuring adequate logistics preparedness through contingency planning and continuous logistics preparedness reviews;
- Provide weekly updates to Deputy/Programme Manager on logistical requirements and accomplishments as per DFID and Mott MacDonald Business management procedures and policies;
- Provide an oversight management of all programmes logistical support services, provide management supervision to all logistics requirements and reviewing vehicle movement, fuel usage and vehicle monthly reports according to DFID and Mott MacDonald approved policies and procedures;
- Provide timely advice on logistics management and structures and staffing levels to ensure that they are at all times adequate to meet the requirements of DFID and Mott MacDonald logistics strategy;
- Operationalise the Mott MacDonald Business Management Systems (BMS) procedures, including health, safety and security as required by Cambridge Education/Mott MacDonald for the project;
- Contribute as required to programme reporting related to the areas above;
- Promote healthy work ethics, good governance and anti-corruption behaviour;
- Other duties as may be assigned from time to time by the Programme Manager.
Qualifications, Skills and Experience:
- The applicant should ideally hold a Degree in public administration, accounting, project management or other related area
- At least three years’ experience in managing logistics, administration, and operations;
- Experience of working for an international organisation, preferably in the development/humanitarian sector;
- Experience of setting up and maintaining operations and logistical procedures and processes;
- Experience of procurement and supplier management, ideally within a development programme context;
- Experience in organising events – managing bookings, invitations, advertising, printing, and on-the-day requirements.
- Excellent oral and written communication skills in English;
- Strong IT skills and confidence in MS Office systems.
- Ability to liaise efficiently with individuals and organisations to arrange and carry out programme administration functions;
- Experience in implementing health and safety procedures;
- Experience in operating within environments with diverse cultures and practises;
- Ability to use computer systems and standard office software reliably, including organising and setting up systems for maintaining office electronic records;
- Proven experience in programme operations and administration in Uganda and/or the region;
How to Apply:
All suitably qualified and interested candidates are invited to apply direct via the careers website of Mott MacDonald at the web lick below. Please create an account and submit a curriculum vitae and application letter.
Deadline: 7th March 2018
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