Job Title: Senior Logistics Officer
Organization: International
Lifeline Fund (Lifeline)
Duty Station:
Uganda
Reports to: Country
Director
About US:
International
Lifeline Fund (Lifeline) is a non-profit organization that began working in
refugee and displacement camps, emergency settings, and emerging markets in
2003 to enable sustainable access to fuel-efficient cooking technologies and
reliable safe water. Lifeline operates under the conviction that many of the
core problems underpinning global poverty – such as lack of access to efficient
cooking technologies and clean water – can be addressed through market forces
that sustain community-driven economic growth and livelihood benefits. With all
our initiatives, Lifeline’s approach engages community stakeholders in the
design, ownership, and long-term profit of these natural resource enterprises.
Job Summary: The Senior Logistics Officer will mainly manage
the overall logistics operations of International Lifeline Fund with a
particular focus on procurement, fleet and adequate stewardship of assets.
He/she will ensure that all Lifeline business is conducted in a professional
manner which complies with International Lifeline Fund procurement policies and
guidelines in alliance with Uganda PPDA standards.
Key Duties and Responsibilities:
·
Work in
close coordination with the programs, prepare and monitor Lifeline’s annual
procurement plan.
·
Implement
procurement procedure in accordance to the procurement standards and guidelines
of International Lifeline Fund.
·
Make
sure Lifeine logistical procedures are respected and supervise both clients and
suppliers in the application of these procedures
·
Controlling
deliveries to Sub-offices and programs in terms of quantity and quality.
·
Oversee
the procurement of goods and services process from planning, tendering,
evaluation, selection and awarding in accordance with Lifeline procurement
policies and guidelines.
·
Conduct
market survey to gather and compare information on materials and applicable
pricing and coordinate pre-qualification of service providers and maintain the
list of suppliers. Maintain Lifeline suppliers’ relationships.
·
Monitoring
all stages of the clearance process for timely releases and ensuring smooth
clearance. On-time replies to queries raised by customs, URA / other relevant
government agencies, and ensuring timely renewal of exemptions.
·
Manage
the movement of shipments in and/or out of the country following Uganda and
East Africa foreign trade policy and organizational policy and procedures and
to comply with relevant local, country and international law and processes.
·
Manage
the necessary documentation and online forms for the efficient, cost-effective,
and lawful execution of all import/export activities.
·
Liaising
with Clearing Agents, Freight Forwarders, Shipping Lines and Port Authorities
to ensure efficient and cost-effective logistics; import/export law and
procedures; tariffs and duties; licenses and restrictions.
·
Ensure
that the physical organization of items within warehouses is logical,
optimizing space and preserving accessibility of items and that all goods are
packed and stored safely and securely.
·
Check
the accuracy and filing of all storage documents.
·
Check
the registration of each item going in and out in respect of Lifeline
procedures.
·
Ensure
physical inventories are done on a regular basis and crosscheck the physical
inventories reports done by the Warehouse Officer.
·
Perform
regular random checks across the various documents (invoices, stock cards,
delivery notes, physical inventory reports, etc.)
·
Select
carriers and negotiate contracts and rates in coordination with the Country
Director and senior leadership team.
·
Update
and evaluate metrics to assess performance and implement enhancements.
·
Develop
a robust contract management system for proper tracking of deliverables of
goods and services.
·
Represent
the organization in negotiating contracts, supplies and conduct procurement in
a way that certify value for money.
·
Plan and
implement logistics operating procedures.
·
Initiate
request for quotations and other tender documents and submit to the Lifeline
bid committee for approval.
·
Develop
and (upon approval) implement material flow management system to meet cookstove
production requirements.
·
Ensure
procured materials and supplies are received at the project site on a timely
and in a cost-effective manner while intact and in the quality at the cost
agreed upon with the vendor/partner.
·
Create
and implement checks and balance to reduce risk of fraud.
·
Work
closely with finance department and the Country Director, draft service
contract agreements and conduct large procurement.
·
Train
and guide Lifeline staff in procurement policies, guidelines and controls.
·
Coach
and mentor Logistics staff.
Store Management
·
Oversee
management and control of inventory.
·
Make
sure inventory always remains well stocked to ensure smooth flow of production
and program operation.
·
Train
the warehouse officer to conduct timely and accurate physical inventory.
·
Supervise
the senior warehouse officer.
Vehicle maintenance
and Fleet management
·
Supervise
drivers and train them on work ethics and record keeping.
·
Ensure
all vehicle logbooks are filled accurately.
·
Ensure
daily and weekly vehicle check are conducted by the drivers.
·
Prepare
vehicle weekly movement plan and follow the daily use of the vehicles.
·
In
coordination with the Country Director, allocate vehicles to meet transport
need for the programs on a timely manner.
·
Ensure
that all hired vehicles are in good mechanical condition and ready for the
hired purpose.
·
Ensure
contracts of all hired vehicles are active/ up to date and professionally
managed with the support of the Country Director.
IT Support
·
Ensure
that office internet is functional and timely upload of approved staff airtime.
·
Periodic
update of antivirus.
Reporting
·
Prepare
and submit monthly and quarterly reports as required by your supervisor.
Qualifications, Skills and Experience:
·
The
applicant must hold a Bachelor’s degree in Business Administration, Logistics,
Supply Chain or a relevant field, with at least five (5) years of working
experience in a similar position.
·
In-depth
knowledge of the consumer goods industry.
·
Solid
understanding of logistics and inventory management software is a Plus.
·
Strong
analytical, problem solving and organizational abilities.
·
Exceptional
verbal and written communication skills.
·
Must be
comfortable in formulating work plans.
·
Ability
to work under pressure and deal tactfully with sensitive issues.
·
High
level of integrity and ethical standards.
·
Competent
in using Microsoft Office (Word, Excel, PowerPoint, etc.)
How to Apply:
All suitably
qualified candidates please send a copy of your cover letter, resume and
academic credentials to our office by e-mail to [email protected] and
[email protected]
NB: Only successful
candidates shall be contacted
Deadline: 14th August 2020
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