The Ugandan Jobline

• Handle local procurement activities of the office according to Oxfam
  Novib procurement regulations.
• Ensure that there is an approved purchase request for all purchases
  with valid project/fund numbers dully filled out before any purchase is
  made
• Study the approved purchase requests and raise any unclear issues
  with regards to specifications, delivery times with the respective
  requesting officers & partners.
• Solicit for at least three independent quotations from reputable
  vendors using acceptable competitive bidding procedures. All requests for
  bids must be in writing and documented on file.
• Compile a detailed Bid Analysis and submit to the Program Coordinator
  for review and approval. Where necessary, send copies of the quotations
  and bid Analysis to Support Manager in Kampala for verification and
  review.
• Following approval of the bid analysis, prepare a Local Purchase
  Order (LPO) for the successful bidder. Also ensure that waivers or local
  purchase approvals are secured before purchases are actually made.
  Maintain close communication with the vendor/supplier to ensure prompt
  delivery and keep requesting officer informed on progress of procurement.
• Following receipt of goods, attach all procurement documentation and
  submit for preparation of payment request.
• Prepare and register all fix assets in the register book with clear
  documentations of serial numbers and inventory numbers properly attached.
• Implement and document Oxfam Novib standard procedures and practices
  of purchasing and promote accountability of resources.

• Supervise the work of the drivers to ensure proper vehicle
  allocations, tracking of vehicle related costs inclusive of monitoring
  maintenance/repair/service schedules and fuel.
• Ensuring proper vehicle allocation.
• Maintain accurate and update vehicle files and ensure that mileage
  log sheets, vehicle repair records, service and related costs
  documentation are prepared and used as required.
• Ensuring monthly fuel usage reports for all vehicles are prepared
  and passed to Kampala office as required as well as maintains proper file
  records.
• Ensuring monthly spares usage and vehicle service reports.

• Assist with the leasing and maintenance of premises for offices in
  compliance with Oxfam Novib and donor requirements.
• Prepare schedules to track lease expiry dates and rent payments and
  submit them to the Kampala Office on a 6 months or yearly basis. Ensure
  that lease agreements are renewed in time and payments are made in time.

• Development and updating of a property inventory database by Oxfam
  Novib property sequentially, number of units, serial no., description of
  property, project no. /voucher no., date acquired, purchase cost,
  condition, location, user, expected disposal date if applicable.

• Conduct annual physical count of property and maintain update file
  copy.
• Document discrepancies from the previous inventory such as vehicle
  accident, damage, condition, location transfer etc.

• Facilitate hotel and guesthouse bookings for OXFAM staff and
  visitors, follow-up the presentation of monthly bills and ensure that
  approved payment request is submitted in a timely manner.
• Ensure Cleanliness of Oxfam Yumbe office & Supervision of the
  guards & Cleaner while making sure their payment requests are
  processed promptly & accurately.
• Monitor the Usage of Utilities to ensure cost effectiveness and
  efficiency.
• Ensure that there is an updated Asset/inventory list at the field
  office while ensuring the use of the bin card for stores management.

• The ideal candidate for the Oxfam Logistics & Administrative
  Officer job must hold a relevant qualification in Business Administration
  (Degree level preferable – Procurement, Administration, or any related
  field)
• Three years of practical experience preferable in an INGO. Some of
  this time should have been in emergency refugee programmes.
• Good understanding of the national Procurement guidelines procedures
  and policies.
• Developed interpersonal and team skills and proven ability to be
  flexible in demanding situation.
• Capacity and desire to pass skills and information, confident
  communicator and willingness to work in collaboration with others and
  respectful.
• Sympathy with the aims and objectives of Oxfam and commitment to
  humanitarian principles and action.
• Reliable team member works systematically and with limited
  supervision.
• Experience in budgeting, budget monitoring and expenditure
  forecasting.
• To be familiar with and abide by the NGO/Red Cross Code of Conduct,
  the People in Aid Code, Oxfam International procedures and other
  regulatory codes/protocols (e.g. Sphere Minimum Standards and InterAction
  Field Co-operation Protocol).
• A mature understanding of relevant issues derived from at least two
  years of field experience, preferably both in relief and development with
  an organisation similar to Oxfam.
• Personnel management skills.
• Diplomacy, high integrity, tact and negotiating skills.
• Sensitivity to cultural differences, and the ability to work in a
  wide variety of cultural contexts.
• Good written and spoken English
• Commitment to equal opportunity and gender policies.
• Demonstrated experience in integrating gender and diversity issues
  into programmes.

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