Senior Procurement and Logistics Officer NGO Careers – Humanitarian Initiative Just Relief Aid (HIJRA)

Organisation: Humanitarian
Initiative Just Relief Aid (HIJRA)
Funding Source: UNHCR
Duty Station: Uganda
Reports to: Field Program
Coordinator
About US:
Humanitarian 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.
About UNHCR Project:
HIJRA with funding from the UNHCR in Uganda is implementing a
multi-sectoral Program for refugees in Oruchinga settlement (Isingiro
district), Nakivale settlement (Isingiro district) and Nyakabande Transit
Center (Kisoro district).
Job Summary:  The Senior Procurement and 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 Nakivale Logistics arrangements. The jobholder will also be tasked
with managing the procurement team to source quotations for supply of goods and
services using professional, honest and trustworthy suppliers while upholding
the HIJRA procedures and conflict of Interest policy.
Key Duties and
Responsibilities:  
Procurement:
·        
Establish a clear procurement plan ensuring that
requests are managed effectively ensuring sufficient time is provided to
complete all necessary processes.
·        
Ensure all procurement requests are completed
correctly and the duties of collecting quotations is segregated amongst the
team to prevent conflict of interest.
·        
Manage the procurement analysis of all
supplies/services ensuring detailed procedure and selection process is clearly
outlined within the analysis section.
·        
The Senior Procurement and Logistics Officer
will oversee the delivery of goods/services to HIJRA and ensuring all items are
correctly accounted for by the team.
·        
Ensure all procurement follows the
organizational procurement procedures and all orders are made correctly with
the right authorizations.
·        
Organize for all procurement committee meetings
with suppliers, detailing minutes of committee meetings.
·        
Assist the team members to present suppliers
with procurement committee meetings. Ensure clear documentation for supplier
selection is obtained for auditing purposes.
·        
Ensure the Conflict of Interest Policy is upheld
throughout all processes of procurement
·        
Report to management any concerns regarding
procurement processes.
·        
Manage the Approved Supplier List.
·        
Ensure all suppliers uphold the terms and
conditions of the agreements.
·        
Carry out price checks on all procurement
conducted and manage the team to negotiate strong value for money.
Vehicle/Fleet Management:
·        
Organizing all drivers and vehicles to provide
efficient transport for all project teams.
·        
Ensure all drivers of organizational vehicles
have read and fully understood the Vehicle Usage Policy and Vehicle Code of
Conduct. In upholding this policy provide safety checks on vehicles- leaving the
office and returning. Ensure all basic checks are completed on fluid levels and
brakes on a weekly basis. These checks must be logged in Vehicle Maintenance
Log Book.
·        
Manage the weekly vehicle timetable and
communicate transport bookings with all drivers.
·        
Ensure all vehicle log books are correctly
filled in for all journeys and checked against the Fuel Log on a monthly basis.
·        
Ensure all work on vehicles is checked on
completion, all parts are replaced and vehicles condition has improved where
appropriate.
·        
Manage vehicle usage ensuring all employees and
drivers comply with the organization Vehicle Usage Policy, any accidents or
damaged are fully reported to senior management.
·        
Ensure all vehicles are roadworthy and have
valid insurance.
Inventory Management:
·        
Manage all supplies for the organization,
ensuring the administration team are logging all incoming and outgoing supplies
and any discrepancies are investigated and reported.
·        
Manage the process of procurement and delivery
for project supplies to office/sites/training/events, ensuring all items are
logged in and any extra supplies are returned back to the office and logged
correctly where necessary.
·        
Oversee all First Aid supplies at the
office/vehicles ensuring all staff have access to any necessary medical
supplies where needed, while logging any use.
Asset Management:
·        
Update and maintain the asset records for all
vehicles/motorcycles in Nakivale 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 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
Logistics:
·        
Manage and ensure all deliveries to each
required site are completed effectively and all supplies are accounted for.
·        
Ensure all necessary bookings and transport are
organized in advance for all staff/stakeholders.
Qualifications, Skills and
Experience: 
·        
The ideal candidate for the HIJRA Senior
Procurement and Logistics Officer job placement should hold a Bachelor’s Degree
in Procurement and Logistics, or other related discipline
·        
A minimum of three years’ experience as a Senior
Logistician, or relevant position, in an operational capacity in an NGO.
·        
Previous exposure and experience in the areas of
Procurement and Logistics
·        
Ability to work under pressure carrying out
several tasks simultaneously to completion
·        
Must demonstrate high levels of integrity and
accountability.
·        
Strong written and spoken communication skills
·        
Ability to plan ahead and meet deadlines
·        
Treat information with the confidentiality it
deserves
How to Apply:
All suitably qualified and interested candidates should send an
application letter and Curriculum Vitae including telephone and email contacts
of three referees including your current/most recent employer.
Application should be addressed to the:
Country Program Manager,
Humanitarian Initiative Just Relief Aid (HIJRA),
P.O. Box 37703, Kampala, Uganda.
Email to:
vacancies.ug@hijra.or.ke. The subject line should read: “Senior Procurement and
Logistics Officer.”
Deadline: 20th December 2016
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