2 Logistics & Administration Officer NGO Job Opportunities – War Child Holland

 

Job Title:    Logistics &
Administration Officer (2 Job Opportunities)

Organization:
War Child Holland

Duty Station:
Uganda

Salary: UGX 1,541,054
– 2,381,453 / =

Reports to:
Team Leader

 

About US:

War Child Holland is
a relatively small, quality-focused international NGO specializing in child
protection, mental health and psychosocial support.

 

Job Summary:  The Logistics & Admin Officer is primarily
responsible for ensuring efficient and effective general logistics tasks, admin
and HR roles. Coordinate logistics & Admin operations at field office
ensuring that accurate and complete logistics, administrative, HR, reporting
and internal control systems are functioning in accordance with WCH policies
and procedures.  The position is located
at the field office (West Nile or South-Western Uganda)

  

The role will have
close coordination with Country office Operations team and close cooperation
with Finance, and program teams at both field and Kampala.

 

Key Duties and Responsibilities:  

Provide effective
and efficient Logistics/administrative tasks

·       
Responsible
for weekly movement plans for staff and cargo in coordination with Line
manager;

·       
Responsible
for bookings of hotels and flights for staff/visitors and inform respective
staff/visitors about this;

·       
Responsible
for monitoring efficient usage of office supplies, pro-actively make
suggestions for improvements, and preparation of monthly purchase requests;

·       
Familiarize
and increase understanding of field team about the standard operating
procedures, process and specific Policies/practices that will enhance
collaborative working relationship.

Timely and quality
Procurement of goods and services

·       
Responsible
for field procurement of goods/services following WCH and donor procedures.

·       
Ensures
all procurement requests are processed on time and complies with each donor
requirements.

·       
Makes
weekly and monthly reports on what has been procured, pending and forecasted.

·       
Analyzes,
evaluates and gives objective recommendations of quotations.

·       
Sources
and liaises with suppliers to ensure effective and timely delivery of supplies.

Proper Fleet
management

·       
Responsible
for coordinating maintenance and repair of the vehicles/motorbike fleet
including sourcing for quotations/suppliers at field.

·       
Ensures
the vehicle log books, fuel logs and monthly fuel/maintenance reports are
properly compiled, reviewed by line manager and timely submitted to Country
Office logistics.

·       
Ensure
the vehicles and bike logs sheets are properly filled with correct data by
conducting physical verifications daily.

·       
Collate
transport requests and manage scheduling and administration of fleet to ensure
on time movements

Maintain updated
asset Inventory

·       
Responsible
for keeping proper and updated assets register as per WCH and donor
requirements.

·       
Maintain
proper asset register and Inventory of all items and equipment in the field
office

·       
Ensure
that any assets are approved and recorded before transfer to another user or
new location

·       
Ensure
all assets are correctly tagged before allocation to user.

·       
Identify
all faulty assets and propose disposal methods according to WCH and donor
requirements.

·       
Ensures
an accurate and updated asset list is shared with the line manager and
Logistics/Operations Manager monthly.

Maintain Stock and
Warehouse records

·       
Ensure
appropriate procedures and controls are in place to ensure efficiency of the
warehouse operations, minimize losses, and prevent fraud and corruption.

·       
Assess
facilities and infrastructure and develop solutions to address challenges of
storage shortage, and recommend and implement improvements.

·       
Maintain
updated stock records and keep the program managers updated on items available
in store

·       
Ensure
parcels/cargo are delivered to the responsible persons by immediately informing
the receiver when items are delivered to the field.

·       
Ensures
Proper recording of received/issued goods using appropriate WCH templates

·       
Timely
follow up to replenish stock before items are depleted to minimize disruptions.

·       
In
collaboration with other departments, ensures stock controls are in place and
effectively used.

Timely and Quality
Reporting

·       
Responsible
for timely preparation of monthly logistics reports eg fuel and maintenance
reports, asset inventory and stock

·       
Review
and timely submit monthly reports to line manager and Logistics Coordinator.

Support Admin and
HR activities

·       
Support
in the implementation of HR policies and procedures;

·       
Assisting
in the recruitment & hiring process; 

·       
Coordinate
employee on-boarding and induction process. Assist in filing of HR documents
according to WCH procedures. And handle any other HR related activities as
assigned.

·       
Record
and keep track of staff leave

·       
Follow
up on time sheets for staff

·       
Maintain
an updated record of riding/driving licenses for staff

·       
Support
in archiving of project documents as per request of line manager or senior
management.

·       
Ensures
a proper administration and filling of HR documents.

 


Qualifications, Skills and Experience:

·       
The ideal
candidate must hold a Bachelor’s degree in Logistics and Procurement Management
or Business Management or a related field

·       
Three years
of working experience in Logistics management is required.

·       
Fluent
in English (spoken and written word)

·       
Experience
with INGO and working with institutional donors is preferred.

·       
Good
communication skills, service oriented and a pro-active attitude

·       
Logical
thinking skills, multitasking and a practical, hands-on mentality

·       
Result
focused and persistent to reach goals

·       
Good MS
Excel skills is preferred.

·       
Basic IT
knowledge is preferred.

·       
Planning
and organization skills, efficient and conscious of time

·       
Ability
to work with a high degree of professionalism

·       
Accurate,
consistent and transparent

·       
Team
player.

 

Commitment to the
vision and goals of War Child Holland in Uganda, including adherence to the
Child Safeguarding Policy, is essential.

 

How to Apply:

All interested
applicants should apply online at the link below

 

Click Here

 

Deadline: 26th March 2021

 

For more of the
latest jobs, please visit 
https://www.theugandanjobline.com or find us on our facebook page https://www.facebook.com/UgandanJobline

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