The Ugandan Jobline

Job Title:    Logistics Officer

Organization: Mercy
Corps

Duty Station:
Kampala, Uganda

Reports to: Operations
Manager

About US:

Mercy Corps is a
global non-governmental, humanitarian aid organization operating in
transitional contexts that have undergone, or have been undergoing, various
forms of economic, environmental, social and political instabilities

Job Summary:  The Logistics Officer is responsible for all
logistical aspects of Mercy Corps’ operations in Kampala, excluding
procurement. Working closely with Program, Administration and Finance, the
Logistics Officer is instrumental in supporting program activities and in
ensuring effectiveness and efficiency in delivery of services. The Logistics
Officer will support operations department to ensure routine logistical
functions are in compliance with Mercy Corps policies and procedures. S/he is
responsible for the fleet, Warehouse and Asset management.

Key Duties and Responsibilities:  

Asset Management

·       
The
Logistics Officer ensures that procedures outlined in the Mercy Corps Asset
Management Manual are implemented.

·       
Responsible
for logging all new Mercy Corps assets in the asset register and ensuring the
appropriate coding and tags are placed on each item. Regularly updates asset
register with changes and new acquisitions;

·       
Responsible
for checking in/out Mercy Corps owned equipment to authorized staff using the
standard Mercy Corps procedures and forms outlined in the Asset Management
Manual;

·       
Provides
regular physical count/check of all assets and confirm their status and
condition;

·       
Coordinate
with the responsible officer for tracking assets in other offices to ensure the
locations and status of assets that have moved between offices;

·       
Update
the electronic database monthly and provide an electronic copy to supervisor
and Operations Manager; A hard copy is printed, signed and filed in the assets
folder;

·       
Advises
colleagues on guidelines of Mercy Corps asset and equipment use guidelines.

·       
Ensure
all lost, damage, sold, stolen (or other) items are properly recorded in with
an approved Disposal of Assets form. Ensure any necessary, supplement
documentation is completed;

·       
Assists
and coordinate project staff on inventory issues. Assist in providing end of
project reports on inventory and equipment lists, locations and status;

·       
Maintain
inventories of all Mercy Corps premises (non-expendable properties) conduct
regular checks (quarterly), Office and Guest House.

Warehousing

·       
Follow
the Mercy Corps Warehouse Policy and Procedures Guidelines;

·       
Daily
coordination of MC logistical, warehouse and asset management activities;

·       
Ensure
the timely dispatch, delivery of supplies to field offices and project
locations;

·       
Has a
full understanding of MC warehouse policies and formats. Assists, as needed in
training staff or third parties on these policies and forms;

·       
In
charge of receiving all supplies regardless of whether it was procured or
delivered from field locations

·       
Maintain
the inventory and prepare the reports on a daily basis;

·       
All
other activities to ensure the smooth warehouse operation;

·       
Prepare
report of monthly stocks, end of grant stocks, fiscal year physical counts and
other physical counts, as instructed by supervisor.

·       
Display
bin cards on each item in the warehouse;

·       
Maintain
physical and electronic copies of inventory, as per formats and forms provided;

·       
Generate
the commodities movement way bills.

·       
Updates
inventory records on all the receipts / issues of inventory items from MC
warehouse.

Fleet management

·       
General
management of agency vehicles in Kampala.

·       
Ensure
that all vehicles are safe and road-worthy.

·       
Ensure
that all vehicles have proper on-board vehicle documentation.

·       
Maintain
administrative vehicle files for each vehicle.

·       
Responsible
for preparing transport-schedules and ensuring SWAP arrangements between Field
Locations are completed, coordinated and communicated in a timely manner;

·       
Continuous
tracking of vehicle log-sheets; responsible for monthly compilation and
submission of log sheets.

·       
Schedule
vehicle use to meet programmatic and operational needs.

·       
Oversee
and ensure proper use of the vehicles.

·       
Prepare
fuel consumption reports

·       
Ensure
cleanliness of vehicles.

·       
Organize
regular service schedules for vehicles. Maintain vehicle maintenance files.

·       
Ensure
all vehicle repairs are done in a timely manner.

·       
Track
vehicle expenses in accordance with the respective procurement policy.

·       
File
Monthly Vehicle Consumables reports for each vehicle separately.

·       
Manage
drivers’ leave schedules ensuring smooth operation of the fleet.

·       
Coordinate
with Human Resources to ensure proper tracking of drivers HR files.

·       
Ensure
drivers are licensed and trained.

·       
Participate
in hiring and disciplinary measures for drivers.

·       
Ensure
security measures for vehicles such as parking, storage of keys, emergency
supplies, etc.

·       
Ensure
that security incident reports are completed and filed (if related to
vehicles).

·       
Ensure
that accident reports are completed and filed.

·       
Work
with drivers on the day to day basis on movement plans, fueling, tyre status
and service requests per KM reading of service mileage.

·       
Raise
purchase request for fuel and manage the fuel consumption through the vehicle
log consumables sheet, working with gas stations and processing payments. In
the same line ensure vehicles are fueled in the presence of Logistics officer
or designated staff.

·       
Prepare
weekly movement plans, coordinate with program team to submit these weekly,
integrate and share with the team

·       
Other
duties as assigned

Finance &
Compliance Management

·       
Ensure
compliance with donor and Mercy Corps regulations related to Mercy Corps Field
Fleet Management Policy, Field Warehouse Management Policy, Field Asset
Management Policy, Field Finance Manual, FP3, Conflict of Interest Policy and
all Mercy Corps Uganda policies

Security

·       
Ensure
compliance with security procedures and policies as determined by country
leadership.

·       
Proactively
ensure that team members operate in a secure environment and are aware of
policies.

·       
Report
all traffic related security incidents or threats, even if it does not involve
agency vehicles to supervisor immediately

Organizational
Learning

·       
As part
of our commitment to organizational learning and in support of our understanding
that learning organizations are more effective, efficient and relevant to the
communities they serve, we expect all team members to commit 5% of their time
to learning activities that benefit Mercy Corps as well as themselves.

Accountability to
Beneficiaries

·       
Mercy
Corps team members are expected to support all efforts toward accountability,
specifically to our beneficiaries and to international standards guiding
international relief and development work, while actively engaging beneficiary
communities as equal partners in the design, monitoring and evaluation of our
field projects.

Qualifications, Skills and Experience:

·       
The
applicant for the Mercy Corps Logistics Officer job must hold a Degree in
Logistics and Procurement Management is desired

·       
Three
years of experience in logistics with strong organizational skills

·       
Ability
to maintain logistics filing system,

·       
Ability
to interact effectively with international and national personnel

·       
Adaptability
to unanticipated circumstances,

·       
Microsoft
Office computer skills and experience with using email.

·       
Ability
to communicate in English.

·       
Proven
ability to solve problems independently without supervision

·       
Proven
track record of highest personal integrity

·       
The
successful candidate will be capable of working under pressure, rapid
decision-making, have initiative, drive and a lot of energy, as well as high
emotional intelligence, and proven experience with capacity building.

·       
Successful
Mercy Corps team members have a strong commitment to teamwork and
accountability, thrive in evolving and challenging environments, and make
effective written and verbal communication a priority.

How to Apply:

All suitably
qualified candidates are encouraged to apply online at the link below

Click
Here

Deadline: 29^th July 2020

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