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Job Title:    Logistics/Procurement
Officer

Organisation: TPO
Uganda

Duty Station: 
Kampala, Uganda

Reports to:
Director Financial Management & Operation

 

About US:

TPO Uganda is a
local Ugandan NGO that has been operating in the country for 25 years. Our
programs comprise interventions organised around the following themes; Care and
protection of OVC; child protection, livelihoods support, mental health and
psychosocial support, response and prevention of all forms of violence against
women and children as well as emergency response and humanitarian action. TPO
Uganda is active in 33 districts in the region and is a member of several
partnerships and coordination mechanisms in the country.

 

Job Summary:   The Logistics/Procurement Officer will provide
assistance to the Procurement and Operations Manager with the administrative
and logistics support to field activities in the areas of transport management,
asset/inventory management and facility maintenance of both Head Office and
Field Office Premises. The Logistics Officer will primarily be assisting the
Procurement and Operations Manager in the establishment and implementation of
Procurement and Operations framework (policies and procedures) to support TPO
Uganda operations.

 

Key Duties and Responsibilities:  

·       
Implement
policies and standard operating guidelines for general administration,
transport, and travel and provide administrative and logistical support to
staff and visitors.

·       
Periodically
prepare and circulate vehicle usage plans and prepare per diems and contingency
funds for the drivers in accordance with planned visits/ transport
requirements.

·       
Follow
up the maintenance of vehicles and maintain / update a schedule of vehicle
maintenance records, comprehensive insurance renewal dates

·       
Arrange
labour and funds for loading and off-loading materials, and supervise loading

·       
Develop
and maintain records of stores and asset management.

·       
Implement
annual procurement plans in line with TPO’s and PPDA’s standards.

·       
Review
and categorize user procurement needs, solicit and analyses quotations from
suppliers, document and recommend the best provider for management action

·       
Periodically
prepare and circulate to TPO’s budget users, price lists based on ruling prices

·       
Negotiate
with suppliers to obtain better terms/price from Suppliers.

·       
Prepare
and follow up the approvals for Local Purchase Orders (LPOs) in line with user
requirements and the Finance Policy.

·       
Monitor
contracts/agreements process as per the agreed terms.

·       
Prepare
and analyze tender documents in case of purchase by tender, recommend and act
on awards to winners by preparing LPOs and having them approved.

·       
Inspect
the goods delivered and confirm that they conform to the required
specifications and recommend for payment to suppliers.

·       
Track
the status of procurements and produce and circulate Procurement Status
reports.

·       
Oversee
the coordination of store activities including issuance and receiving, stock
management, documenting and maintaining of store records and storage of
supplies at the head office.

·       
Participate
in market surveys to identify latest trends in prices, availability, and
quality and exploit any potential for alternate supplies.

·       
Coordinate
and ensure maximum security of staff and organization Assets/properties in line
organizational policies

·       
Review
the assets registry to note down the assets in place, check recording and
engraving and carry out regular inventory checks as per Finance Policy

·       
Periodically
carry out an assets audit to review the reliability and integrity of assets
management information and activities and make appropriate recommendations to
curb the gaps

·       
Track
the usage of TPO Assets and make recommendations regarding the replenishment/
replacement and disposal of assets in line with the Finance Policy

·       
Negotiate
with Insurance Underwriters /Brokers and obtain relevant Insurance Policies
(property damage, all risks, fire, burglary, and theft), submit claims and
track payments thereof in line with signed insurance agreements

·       
Purchase
and install occupational health and safety equipment (e.g. fire extinguishers) and
service them according to supplier’s recommendations.

 

Qualifications, Skills and Experience:

·       
The
ideal candidate must hold a Bachelor’s Degree in Procurement, Logistics or
related field.

·       
At least
three years of experience in the area of supply chain management, of which at
least one in a position entailing direct responsibility over ensuring
compliance with set standards and procedures under minimum supervision
(mandatory);

·       
Prior
experience with software-based management of core business processes through
enterprise resource planning systems (preferred).

 

How to Apply:

All candidates
should send their updated CV and cover letter with 3 work related referees and
a table showing your past 3-year salary history to: Human Resources Manager,
TPO Uganda, P.O Box 21646 Kampala, Uganda, email: info@tpoug.org or hand
deliver (preferable) to Plot 652, Block 257, Wamala Close, Munyonyo or nearest
TPO Uganda field office country wide.

 

NB: TPO Uganda is an
equal opportunities employer that does not discriminate on any basis. Only
shortlisted candidates will be contacted, thus, if you do not hear from us by
12th February 2021, you are not considered.

 

Deadline: 31^st January 2021 

 

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