Job
Title: Logistics Assistant
Title: Logistics Assistant
Duty
Station: Kampala, Uganda
Station: Kampala, Uganda
Reports
to: Administration
Manager
to: Administration
Manager
About Care:
CARE International in
Uganda (CARE) works with others to make a sustainable improvement in the lives
of the very poor. Our program implementation is focused on supporting
communities in fulfilment of their economic rights and achievement of
sustainable livelihoods, conflict resolution and peace building, natural
resource management and good governance. Our operations are guided by our core
values of excellence, accountability, respect, integrity and transparency.
Uganda (CARE) works with others to make a sustainable improvement in the lives
of the very poor. Our program implementation is focused on supporting
communities in fulfilment of their economic rights and achievement of
sustainable livelihoods, conflict resolution and peace building, natural
resource management and good governance. Our operations are guided by our core
values of excellence, accountability, respect, integrity and transparency.
Job
Summary: The Logistics
Assistant’s key role will be to provide Administrative and logistics
support of CUHQ activities in the area of Property management, vehicles and
transport management, plus facility maintenance of International Staff
residences.
Summary: The Logistics
Assistant’s key role will be to provide Administrative and logistics
support of CUHQ activities in the area of Property management, vehicles and
transport management, plus facility maintenance of International Staff
residences.
Key
Duties & Responsibilities:
Duties & Responsibilities:
1. Manage CUHQ transport
function, inclusive of liaison with the CO sub-offices and partners in a way
that leads to the effective and efficient vehicle usage.
function, inclusive of liaison with the CO sub-offices and partners in a way
that leads to the effective and efficient vehicle usage.
- Working
closely with drivers, implement country office vehicle policy for CUHQ
vehicle fleet, where vehicles are pro-actively maintained and that they
are in sound mechanical condition. - On
a daily basis and as when requested, assign vehicles to staff and ensure
that movements are accurately and correctly filled on daily vehicle
movement records (Log sheets) - Fulfill
the reporting requirements of monthly Fuel Efficiency Report, Private
mileage tracking and billing for senior staff as far as country office
vehicle policy is concerned, and pro-actively discuss issues arising out
of generated reports with your supervisor. - Timely
process and renew third party insurance covers for the CUHQ fleet in a way
that meets the requirements of the Ugandan traffic act and insurance
companies. - Working
closely with drivers AND sub office Logistics/Admin Officers, issue and
monitor vehicle fuel usage, and at the end of every month, prepare
reconciliation with the fuel stations and prepare an upload file for
payment. - Supervise
weekly and any other necessary vehicle checking; follow up on reports
after checking to ensure necessary remedial actions are implemented
compliant with CARE Uganda policy requirements. - Monitor
performance standards of the vehicle repair garages to ensure repairs lead
to value for money. - Working
closely with your supervisor, liaise and provide support as needed with
sub-offices on issues concerning their transport needs. · Keep custody of
the original vehicle registration books and other vehicle required
documents as per policy in safe manner. - Maintain
a filing system for Country Office fleet that is regularly updated with
proper indexing. - Request,
receive and replenish vehicle service parts based on PN/Vehicle usage.
2. Implement the Country
Office policy of general receipt of procured items and tracking efficient use
of office consumables.
Office policy of general receipt of procured items and tracking efficient use
of office consumables.
- Physically
receive and verify items ordered by procurement and timely dispatch them
to the sub-offices and other end users. - Complete
General receipt note as required, and have it attached to all
corresponding procurement paperwork ensuring the matching online GRN is
also completed and accessible by the finance department. - In
the absence of the procurement officer and as delegated, perform
procurement roles as required.
3. Implement the CO inventory policy inclusive
of asset register updating, asset movement and ensure appropriate filing of all
required documents.
of asset register updating, asset movement and ensure appropriate filing of all
required documents.
- Prepare
Property Register Forms (PRFs) for new receipts, transfer or disposal of
assets as required and have PRFs appropriately approved. - Make
entries and adjustments to the CO Master Property Register based on the
approved Property Register Forms as per the CARE Property Management
policy. - Create
and regularly update Property-filing system that leads to effective
tracking of asset transfers and changes. - Prepare
and release Asset Movement Report (AMR) on a weekly basis to keep track of
asset movement in the CO as per CARE requirement. - Manage
the CO transit store in accordance with CARE inventory/stores policy and
ensure that the records are correct and up to date. - Prepare
waybills to document movement of materials, equipment and create
appropriate filing that enhances efficient tracking and institutional
memory.
4. Facility management
- Follow
up on logistical needs arising from international staff residences, offer
support as required - Follow-up
on repairs and routine generator service schedule needed for International
staff residences with external service providers to ensure works are done
and value for money is realized.
5. Performance Management
- Supervise,
direct and evaluate assigned staff, handling employee concerns and
problems, directing work, coaching, and counseling, disciplining and
completing employee performance appraisals. - Train
and mentor staff supervised by this position to develop skills and
competences that enable them fulfill their roles and grow in the
organization. - Develop
strong linkages with procurement unit, Finance and HR departments and
sub-office administration offices that lead to efficient support function
for the Country Office.
Qualifications,
Skills & Experience:
Skills & Experience:
- University
degree in Business Administration, procurement and logistics - At
least 3 years experience in a similar position - Management
of a fast moving administrative section requiring quick problem definition
and independent development of solutions - Good
communication skills both oral and written – i.e. writing letters and
memo’s - Very
good computer skills - Good
planning, time management and prioritization skills. - High
level of integrity at work
How to Apply:
All candidates should submit
your typed applications together with detailed (CV),
your professional and academic papers and apply for the job online through our website on http://www.careuganda.org/career and
for any more details. You can also send in hand delivered applications
to our offices on Plot 17 Mackinnon road, Nakasero, P.O Box, 7280 Kampala, Uganda
(please mark your envelopes).
your typed applications together with detailed (CV),
your professional and academic papers and apply for the job online through our website on http://www.careuganda.org/career and
for any more details. You can also send in hand delivered applications
to our offices on Plot 17 Mackinnon road, Nakasero, P.O Box, 7280 Kampala, Uganda
(please mark your envelopes).
NB: Only shortlisted candidates will be
contacted therefore applicants who do not receive any response within three
weeks of the closing date should consider their application unsuccessfu
contacted therefore applicants who do not receive any response within three
weeks of the closing date should consider their application unsuccessfu
Deadline: 22nd May
2013 before 5 pm
2013 before 5 pm
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