Logistics Officer International NGO Jobs – Oxfam

Organization: Oxfam
Duty Station:
Uganda
About US:
Oxfam is an
international confederation of 17 affiliates networked together in more than 90
countries committed to ridding the world of poverty and injustice. To achieve
this, we support local projects in developing countries, we lobby governments
and companies to take into account the interests of the poorest people and we
campaign to involve citizens in our work. We implement our programs by working
with local NGO partners and civil society organizations and engaging with
private sector and governments. Oxfam employs over 6,000 people worldwide in
more than 90 countries. In Uganda, our program is anchored on three broad
themes deliberately focused on Women’s Rights: Resilient Livelihoods,
Governance and Accountability and Humanitarian Preparedness and Response.
Job Summary:  The Logistics Officer will mainly manage the
overall logistics operations with a particular focus on procurement, fleet and
adequate stewardship of agency resources (Assets). The Logistics Officer will
be exemplary in his/ her commitment to Oxfam Novib core values, upholding
principles and policies.
Key Duties and Responsibilities: 
Procurement and
purchasing:
  • 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. Liaise with the
    procurement committee to ensure that bids are presented for approval
    within the agreed threshold. All requests for bids must be in writing and
    documented on file.
  • Compile a detailed Bid Analysis with the minutes and submit to the
    Project  Manager for review and
    approval. Where the requisition is above the threshold , send the
    documents to Support Manager in Kampala for further procurement processes.
  • Following approval of the bid analysis, prepare a Local Purchase
    Order (LPO) for the successful bidder. Also ensure that 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 weekly procurement and contract updates for the Manager and
    other technical teams.
  • 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.
Transport and Fleet
Management:
The Logistics
Officer will be responsible for supervision of the drivers & guards;
maintaining the vehicle fleet in the Kyaka office and coordinating vehicle
allocation for staffs, partners and visitors.
  • 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.
  • Ensure weekly vehicle check reports are prepared and submitted on
    time.
  • 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.
  • Personnel mileage records are calculated and respective staff pay
    for mileage billed.
Asset and Property
Management
Office
  • 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 Kyaka Office on a 6 months or yearly basis. Ensure that
    lease agreements are renewed in time and payments are made in time.
Property record
  • 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.
  • Year End Inventory Verification
  • 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.
Admin &
Management
  • 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 Kyaka 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.
  • Incident consolidation and reporting to the Security Focal Person as
    and when they occur.



Qualifications, Skills and Experience: 
  • The applicant for the Oxfam Logistics Officer must hold a Bachelor’s
    degree in  Procurement and Supply
    chain management or related field from a recognized University
  • Qualification or partial fulfillment in a professional course such
    as CIPS, CSMP, CILT etc.
  • At least three years of experience in the management of Logistics,
    fleet and Warehousing
  • Experience in Humanitarian response programmes and Donor funded
    projects such as DFID, ECHO, UNHCR
  • Ability to work and stay in the field with remote settings
  • Ability to work long hours with minimum supervision
  • Knowledge of Bantu languages and Swahili is an added advantage
How to Apply:
All suitably
qualified and interested candidates should send their applications online at
the link below.
For more of the
latest jobs, please visit http://www.theugandanjobline.com or
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