Assistant Administration and Logistics Coordinator International NGO Jobs – Restless Development

Organization: Restless
Development
Duty Station: Kampala,
Uganda
Gross Annual Salary: UGX
31,057,377 per annum
Reports to: Finance and
Administration Coordinator
About Us:
Restless Development (Uganda) is an International NGO established to
address the challenges faced by young people in Uganda by placing young people
at the forefront of change and development. Our vision is for all Ugandan youth
to live healthy and productive lives, fully supported by those around them. Our
programming focuses on three core areas: youth sexual and reproductive health
and rights, youth civic participation and youth employment and livelihoods.
Job Summary: The Assistant
Administration and Logistics Coordinator will provide support in administrative
and logistical duties in two key support units: finance and administration; and
operations and human resources. This position requires outstanding
organisational and administrative abilities and excellent communication skills.
Key Duties and Responsibilities:  
Procurement Management (50%)
  • Ensure
    all Restless Development staff are trained in procurement planning and are
    aware of the main procurement procedures;
  • Ensure
    that all procurement requests are delivered in a timely manner while
    ensuring that Restless Development purchasing systems and relevant
    donor guidelines are complied with;
  • Ensure
    extensive supplier and market surveys are carried out and a preferred
    supplier list (Vendor Roster) and price lists are established and
    regularly updated;
  • Secure
    best value for money and service benefits on all procurement
    requests;
  • Work
    in liaison with relevant stakeholders in budget preparation and
    procurement planning and assist in building accurate and extensive budget
    breakdowns and ensure there’s a procurement plan for all budgets.
  • Ensure
    effective performance of the procurement function country wide;
  • Ensure
    that all procurement files are completed as per Restless Development
    logistics and financial procedures, and that the paper trail is closed off
    by handover of all documentation to the Finance Department.
  • The incumbent will support the procurement committee to
    check and prepare documents ahead of meetings. Ensure procurements follow
    policies in place.
Fixed Assets Management (15%)
  • Ensure
    that all procedures and documents pertaining to Asset Management as per
    the Finance manual are in place and being followed;
  • Update
    monthly fixed assets register and ensure all new assets not on warranty
    are duly engraved and put system in place to track all moveable assets
    such as cameras, projectors, voice recorders to prevent loss.
Vehicle and Driver Management (10%)
  • Ensuring
    that all aspects of driver and vehicle policy are implemented and
    adhered to and ensure that timetables are in place for renewing of
    insurance/taxation/road licences etc. and that vehicles comply with
    relevant legislation at all times;
  • Ensure
    that all car movements are well planned and plans are adhered to and
    ensure that a car/motorbike maintenance plan is in place and
    executed to set standards;
  • Ensure
    that checks related to safety of vehicles are carried out on a regular
    basis;
  • Ensure
    that vehicle usage is controlled and monitored (including fuel usage,
    etc.);
  • Ensure
    that all relevant monthly reports are compiled and submitted on a
    monthly basis;
  • Carry
    out line management meetings (LMM) with drivers and guards. Ensure a guard
    roster is in place and Guard emergency phone is functional. All drivers
    should have their objectives in place.
Premises Management (10%)
  • Ensure contracts and contractual obligations
    with our landlords in HO, Jinja, Karamojong regions are maintained.
  • Management
    of all logistic aspects related to office compound at the Kampala office
Security and Safety Management (10%)
  • Serve
    as the Security Focal Point counterpart for Restless Development
    Uganda on a daily basis (the Head of Operations(HOO) remains in-charge of
    all security matters)
  • Offer
    support to the HOO to ensure that security guidelines for Uganda in
    general and field locations are regularly reviewed, and updated
    where necessary, and implemented;
  • In
    absence of the Duty Officer, monitor security at all field locations on a
    daily basis, advising the HOO of any incidents that occur;
  • The
    jobholder will compile weekly security reports and issue to the HOO
  • Follow-up
    incident reporting (safety & security incidents) in all bases and
    ensure that copies of all reports are filed in Kampala;
Other (5%)
  • Support
    internal and external audit processes.
  • Maintain
    internet and communications for HO, Jinja and Moroto. Develop and
    share internet usage control reports.
  • Up-to-date
    staff work permits and IVPE special passes and dependant passes
  • Other
    duties as required, including occasional work on weekends for which time
    off in lieu can be taken
Qualifications, Skills and
Experience:
  • The applicants for the Restless
    Development Assistant Administration and Logistics Coordinator should hold
    a Bachelor’s degree in
    Logistics, Engineering, Business, or related field
  • At
    least three years’ work experience in relevant field (i.e. logistics or
    administration resources management)
  • Extensive
    knowledge of project management, vehicle management, communication
    systems, IT, procurement, stock control and asset management systems
  • Highly
    effective verbal and written communications skills
  • Excellent
    organisational skills
  • Ability
    to work independently with minimum supervision
  • Excellent
    computer skills including Excel, Word etc.
  • Ability
    to problem solve and make sound operational decisions
  • Excellent
    budget management skills
How to Apply:
All suitably qualified and interested candidates who wish to join
Restless Development in the aforementioned capacity should fill in this form, download
here
, and send it to ugandajobs@restlessdevelopment.org. Please note
that we DO NOT accept CVs, resumes and cover letters.
Deadline: 22nd March
2017
For more of the latest jobs, please visit http://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline

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