Job Title: Senior
Procurement and Logistics Officer
Procurement and Logistics Officer
Organisation: Humanitarian
Initiative Just Relief Aid (HIJRA)
Initiative Just Relief Aid (HIJRA)
Funding Source: UNHCR
Duty Station: Uganda
Reports to: Field
Program Coordinator
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.
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), Nyakabande Transit Center (Kisoro district) and Kyangwali Settlement
(Hoima District).
from the UNHCR in Uganda is implementing a multi-sectoral Program for refugees
in Oruchinga settlement (Isingiro district), Nakivale settlement (Isingiro
district), Nyakabande Transit Center (Kisoro district) and Kyangwali Settlement
(Hoima District).
Job Summary: The Senior Procurement and Logistics Officer
will make sure 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 incumbent 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.
will make sure 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 incumbent 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 procurement analysis of all supplies/services ensuring
detailed procedure and selection process is clearly outlined within the
analysis section. - Manage 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. - Support 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. - Conduct price checks on all procurement conducted and manage the
team to negotiate strong value for money.
Vehicle/Fleet
Management
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:
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. - Manage 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 opportunity must hold a Degree in Procurement and
Logistics, or other related discipline - Three years of experience as a Senior Logistician, or relevant
position, in an operational capacity in an NGO. - Must demonstrate 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.
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:
be addressed to the:
Country Program
Manager,
Manager,
Humanitarian
Initiative Just Relief Aid (HIJRA),
Initiative Just Relief Aid (HIJRA),
P.O. Box 37703,
Kampala, Uganda.
Kampala, Uganda.
Email to: [email protected].
The subject line should read: “Senior Procurement and Logistics Officer”
The subject line should read: “Senior Procurement and Logistics Officer”
NB: Please
note that interviews will be done on a rolling basis given the urgency of the
positions.
note that interviews will be done on a rolling basis given the urgency of the
positions.
Deadline: 7th September 2018
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