The Ugandan Jobline

• Coordinating with UK team members for
  support on visa applications, flight bookings, and security travel
  approvals and procedures;
• Managing local travel arrangements such as
  airport transfers and hotel bookings.
• Support the mobilisation of staff and
  sub-consultants from Kampala to the districts, including making timely
  bookings, tracking reservations, identifying preferred suppliers, and
  negotiating favourable fares;
• Communicate details of airport transfers,
  accommodation, security information, and day-to-day logistics to
  travellers in a timely manner prior to departure;
• Assist the Deputy Programme Manager to
  design, standardise, and implement safety and security procedures for
  travel to the districts in accordance with approved Mott MacDonald
  practices and the guidelines provided in the Operations Manual;
• Manage list of preferred suppliers,
  including hotels, car hire firms, caterers, and furniture suppliers among
  others, ensuring that all appropriate due diligence processes are followed
  prior to their addition to the list;
• Manage overall logistical supplier
  relations and liaise with suppliers to negotiate preferential rates. Work
  with the Mott MacDonald Ugandan admin team to communicate changes in the
  preferred supplier list and agreed rates, ensuring that agreements and
  contracts are duly signed and archived;
• At all times, ensure compliance with DFID
  and Mott MacDonald procurement and supplier selection policies and alert
  the Deputy/Programme Manager for any deviations from such policies;
• Offer support to the Technical Team in the
  organisation of events, meetings, and workshops. Tasks may include
  preparing and disseminating invitations, arranging transportation for
  staff and participants, identifying venue and other suppliers such as
  caterings, providing stationary and other materials needed for the
  workshop, printing and binding documents etc.;
• Organise Regional Logistics Meetings
  including the local transport committee and/or admin meetings as per Mott
  MacDonald Business procedures. Ensuring adequate logistics preparedness
  through contingency planning and continuous logistics preparedness
  reviews;
• Provide weekly updates to Deputy/Programme
  Manager on logistical requirements and accomplishments as per DFID and
  Mott MacDonald Business management procedures and policies;
• Provide an oversight management of all
  programmes logistical support services, provide management supervision to
  all logistics requirements and reviewing vehicle movement, fuel usage and
  vehicle monthly reports according to DFID and Mott MacDonald approved
  policies and procedures;
• Provide timely advice on logistics
  management and structures and staffing levels to ensure that they are at
  all times adequate to meet the requirements of DFID and Mott MacDonald
  logistics strategy;
• Operationalise the Mott MacDonald Business
  Management Systems (BMS) procedures, including health, safety and security
  as required by Cambridge Education/Mott MacDonald for the project;
• Contribute as required to programme
  reporting related to the areas above;
• Promote healthy work ethics, good
  governance and anti-corruption behaviour;
• Other duties as may be assigned from time
  to time by the Programme Manager.

• The applicant should ideally hold a Degree
  in public administration, accounting, project management or other related
  area
• At least three years’ experience in
  managing logistics, administration, and operations;
• Experience of working for an international
  organisation, preferably in the development/humanitarian sector;
• Experience of setting up and maintaining
  operations and logistical procedures and processes;
• Experience of procurement and supplier
  management, ideally within a development programme context;
• Experience in organising events – managing
  bookings, invitations, advertising, printing, and on-the-day requirements.
• Excellent oral and written communication
  skills in English;
• Strong IT skills and confidence in MS
  Office systems.
• Ability to liaise efficiently with
  individuals and organisations to arrange and carry out programme administration
  functions;
• Experience in implementing health and
  safety procedures;
• Experience in operating within
  environments with diverse cultures and practises;
• Ability to use computer systems and
  standard office software reliably, including organising and setting up
  systems for maintaining office electronic records;
• Proven experience in programme operations
  and administration in Uganda and/or the region;

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