Logistics Officer – UNHCR Humanitarian Initiative Just Relief Aid (HIJRA)

Title:     Logistics Officer
Organisation: Humanitarian
Initiative Just Relief Aid (HIJRA)
United Nations High Commissioner for Refugees (UNHCR)
Initiative Just Relief Aid (HIJRA) is an international African humanitarian and
development organization that positively contributes towards improving the
living standards and conditions of those adversely affected by disasters and
conflict in the Horn, East & Central Africa by implementing WASH, Health,
Education, Livelihoods, Community service & development and Protection
programs in the region for a period of more than 20 years.
UNHCR Project:
HIJRA with
funding from the United Nations High Commissioner for Refugees (UNHCR) in
Uganda to implement a multi-Sectoral Program for refugees in Oruchinga
settlement (Isingiro district) and Nyakabande Transit Center (Kisoro district).
The Logistics Officer will ensure that all programs in the field are
fully supported timely and accurately in all types of logistical needs. The
incumbent is the key person for all the Oruchinga Logistics arrangement
Duties and Responsibilities: 
1. Fleet Management:
Ensure that all vehicles are safe and road-worthy.
Ensure that all vehicles have proper on-board vehicle documentation.
Continuous tracking of vehicle log-sheets;
responsible for monthly compilation of fuel consumptions.
Works in liaison with the project manager to
schedule vehicle use to meet programmatic and operational needs.
Manage fuel consumption tracking
Organize regular service schedules for vehicles
and maintain service schedule files.
File Monthly Vehicle Consumables sheet for each
vehicle separately
Order and maintain stock of spare parts and
Manage drivers’ leave schedules ensuring smooth
operation of the fleet.
Ensure drivers are licensed and trained.
Participate in hiring and disciplinary measures for drivers.
Ensure security measures for vehicles such as
parking, storage of keys, emergency supplies, etc.
In charge of managing vehicle rentals including
tracking of leases and payments.
2. Asset Management:
Update and maintain the asset records for all
vehicles/motorcycles in Oruchinga office and liaise with Kampala for a
centralized Assets inventory of all Hijra Uganda offices
Ensure all the items bought that falls under Asset
category in vehicles according to Hijra Policies are properly registered on the
Asset Register with all the required information
Every month review and physically crosscheck with
the drivers that all the tools are always available – any loss or damage must
be reported.
3. File Maintenance:
Responsible for all logistics and files must be
clearly maintained and updated.
Prepare and submit warehouse reports (including
receipts, dispatches, internal waybills, and information regarding laborers and
equipment), produced and filed by month
Manuals documentation, receipts and other
important documents
Copies of goods received notes for all procured
items purchased in Kampala or other offices and transferred to Oruchinga
All vehicles’ files must be properly and clearly
filed and labelled at all times and easily accessible
Plan, implement and /or supervise key services in
the procurement process including areas of asset management, property
maintenance, and general supply chain and functioning.
Plan, implement and /or supervise /or coordinate
logistics, procurement (goods & services) whilst conforming to both donor
and partner regulations and guidelines .
The incumbent will plan and implement the internal
and external statutory law that effect the procurement and logistic
Guide management on all issues related to
procurement and logistics, and ensures transparency and accountability in all
Regularly interact with all parties while
maintaining and emphasizing a position of principled political neutrality and
operational independence is paramount
Ensure purchases and procurement transactions are
done through SERANIC NAVISION computerized software system
Keenly review and approve procurement and
logistics requests and generate statues reports
Perform any other reasonable duty as requested by
line management.
Skills and Experience: 
The ideal candidate should preferably hold
qualifications in Logistics, Business Administration, procurement or related
At least three to five years’ experience in
logistics or logistics related field some of which should be NGO’s
Computer literacy i.e. proficient in MS Office
Significant experience in the areas of logistic
and security programs development, management and implementation, data
collection and analysis and outcomes reporting
Show commitment to accountability and humanitarian
Ability to work effectively and harmoniously with
colleagues from varied cultures and professional backgrounds; high degree of
sensitivity toward others
Personal commitment and drive for results, and
adaptability in the workplace; ability to work long hours under difficult
conditions while maintaining security awareness;
Strong written and spoken communication skills, in
Ability to plan ahead and meet deadlines
Treat information with the confidentiality it
to Apply: 
All suitably
qualified Ugandan nationals are requested to send a Motivation letter,
Curriculum Vitae and including telephone and emails contacts of three
references including current/most recent employer. The applications should be
sent via email to: vacancies@hijra.or.ke: The subject line should read Logistics
Officer: Ref: HR003/UG
4th January 2016
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