Base Admin /Logs NGO Jobs – Action Against Hunger (ACF)




Job Title:     Base Admin /Logs
Organisation: Action Against Hunger (ACF)
Duty Station: Uganda
About US:
Action
Against Hunger (ACF) is an International Humanitarian NGO which has been in
existence for over thirty years. ACF has been implementing Food Security and
Livelihoods, Nutrition, Water, Sanitation and Hygiene programs in the Lango,
Acholi, West Nile and Karamoja regions of Northern Uganda.
Job Summary: The Base Admin/ Logs will handle all
responsibilities related to Logistics, Finance and Human Resources in accordance
with the ACF standards for the New ACF Yumbe office
Key Duties and Responsibilities:  
Base Logistics
Management:
  • Ensure strict compliance to ACF’s kit log and
    its implementation in base operations for proper audit filing and control
  • Management of all logistics support,
    following ACF procedures and policies for the management of the supply
    chain, vehicle fleets, assets and stocks through the technical guidance of
    the Logistics Coordinator
  • Liaise closely with the Logistics Unit in
    Kampala, and in general to support the Head of Region technical
    initiatives around internal logistics practices
  • Liaise with the local government and other
    agencies on issues of common interest if deemed necessary by HoR
  • Work in close collaboration with other
    members of ACF teams in other bases/regions; sharing information on
    policies and procedures with proposed implementation strategies, providing
    logistics overviews on costs, materials, goods, services and supplies
Procurement:
  • Centralize the programme supply chain by
    setting up effective order management systems at base level for all local
    and national orders with support from capital office
  • Through guidance and support from capital
    office and HoR, ensure local and national procurement practices are
    compliant with donor regulations practices
  • Organise the procurement of items based on
    authorised IOFs as requested by the budget holder and ensure correct ACF
    procedures are followed in procurement chain cycle
  • Update price catalogue with new purchase
    prices at least every three months
  • Ensure quality of goods and services procured
    by taking a proactive role in discussing the technical specifications on
    the IOF, organising visits to suppliers with programs….
Fleet:
  • Ensure management of vehicle fleet is in line
    with ACF standards (kit log), and ensure appropriate allocation and safe,
    economical use of vehicles throughout programmes and ensure servicing and
    maintenance schedules are adhered to.
  • Support the drivers and mechanics with the
    following duties:
    • Manage the use of vehicles and
      communication equipment
    • Supervise vehicle plans and
      allocation in order to optimally serve the needs of programmes
    • Monitor fuel consumption of ACF
      vehicles
    • Ensure ACF safety regulations are
      adhered to by both drivers and passengers at all times
    • Ensure that all ACF vehicles are
      fully kitted out with first aid box, tool box, fire extinguisher, valid
      vehicle documents and insurance, vehicle folder, rescue kits, jack, spare
      tires etc
Storage: Through
support to the storekeeper, ensure stock management and administration systems
are implemented for all the FSL, NUT and WASH programmes
Equipment:
  • Ensure a centralized base assets register is
    maintained, with all programme assets tagged with asset numbers and ID
    cards for ease of tracking
  • Ensure an inventory list is placed in each
    room and updated every three month
  • Ensure the equipment files and particularly
    the allocation and ID files are signed by all users
Security:
  • Monitor security information and networks and
    ensure that security information is disseminated appropriately and
    effectively through the HOR
  • Support security focal points to function
    effectively
  • Participate actively in internal and external
    security meetings
Base Staff welfare:
  • Make hotel reservations for any visiting
    guests and staffs of the base.
  • Ensure the safety of the staffs in Yumbe
    office.
Human resources management:
  • Commitment to and understanding of ACF
    Charter and Basic Principles
  • Provide full support in;
    • Organization of the logistics
      department (HR chart)
    • Validation of paid leaves request
  • Technical supervision and management of the
    logistics team: purchase officer, storekeeper, radio operator, drivers,
    watchmen, custodian…(when and where appropriate)
  • Assist HR CO, FINCO and Logco to adjust the
    job descriptions of other logistic team members
  • Assistance to HR CO, FINCO and Logco with
    performance management, training and development of the Admin team
  • Perform reviews of the team and follow-up on
    objectives set to team members
  • Be the backup of any logistic team member in
    the base.
  • To provide a weekly/monthly planning for the
    team on the base
  • Organise the weekly departmental meeting
Finance Accounting and
Administration activities: Petty cash Management
  • Responsible for petty cash management at the
    sub office by ensuring the respect of ACF financial procedures related to
    cash management;
  • Compile the cash forecast of each department
    and send to Field Coordinator
  • Control with the Head of Base to ensure the
    PRs are properly filled in with correct budget codes, and are properly
    recorded and followed up until payment.
  • Ensure each transaction is justified by an
    appropriate invoice/receipt, and to ensure the quality of receipts (name,
    patent number, stamp, description, date, amount etc) included the
    procurement file;
  • Responsible for making follow-ups on advances
    and transfers & keep all bills in the folder relative to the specific
    month
  • Ensure the good quality of SAGA: budget
    lines, accounting codes, project codes, descriptions
  • Prepare financial documents in their order
    and ensure payments are as per budget lines.
  • Prepare the cash forecast for the sub base
    respecting deadlines.
  • To make payments, advances and transfers,
    ONLY if the Procurement Request and Supplier have previously been duly
    approved by the Field Coordinator
  • Submissions of financial requests to the Head
    of base on bi-weekly basis.
Communications:
  • Check with the Head of base on functionality
    of ACF mobiles and plan service accordingly
  • Ensure the internet is functioning smoothly
  • Ensure smooth communication with staff
    through mobile phone or any other available means.
Human Resources:
  • Ensure staffs have signed contracts and Job
    descriptions.
  • Ensure confidentiality of personnel
    documents.
  • Update monthly follow-up of annual leave
    & sick leave;
  • Ensure implementation and respect of ACF
    staff regulations at the base level, make sure they are well understood
  • Filling of all documents related to Human
    Resource
  • Prepare monthly salary database and send to
    Field Coordinator
  • Update monthly follow-up of annual leave
    & sick leave and share the report with Field Coordinator
  • Supervise Cleaner/receptionist.
  • Liaise with Field Coordinator/HR Officer for
    any support related to HR
Qualifications, Skills and Experience:  
  • The applicant must hold a Bachelor’s degree
    in Human Resource Management, Logistics or Accounting or Business
    Administration.
  • Diplomacy, tact and negotiating skills
  • Strong interpersonal, organizational and
    communication skills
  • Proven ability to manage and prioritize a
    significant workload
  • Flexibility under pressure and in response to
    changing needs
  • Diligence, attention to detail and excellent
    numerical accuracy
  • Practical experience with Microsoft Word and
    Excel programmes
  • Ability to keep clear and concise records
  • Abilities in financial management
  • Experience in supervision of staff
  • Ability to train and follow up teams.
  • Excellent organizational and leadership
    skills.
  • Autonomous and able to take initiative.
  • Able to set own deadlines and meet them.
  • Fluent English;
  • Professional computer skills, including MS
    Word, Excel, internet, and email.
  • Possession of a valid riding permit
How to Apply:
All
suitably qualified and interested candidates should send their applications
which should include ONLY a cover letter, CV (not more than 4 pages) with at
least three referees and a daytime telephone contract. For email applications
please note that attached documents should not be larger than 2MBs. All
documents should be zipped in one folder. Any email larger than 2MBS will not
be considered. Please send your email application to:
recruitment.ug@acf-international.org mentioning “Base Admin/Logs_YUMBE” in the
subject line.
Deadline: 8th August 2016 by 5:00 PM
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