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Job Title:   Logistics Manager   

Organisation: International Lifeline Fund (ILF)

Duty Station: Lira, Uganda

Reports to: Senior Finance & Admin Manager

About US:

International Lifeline Fund is a non-profit international humanitarian organization with its head office in Washington D.C and a local presence in Sub-Saharan Africa, Our team works with local partners and communities to improve the quality of life of the underprivileged by exponentially expanding access to clean water and energy solutions. We strive for a world in which no one suffers from a lack of access to clean water and energy. Lifeline works in two sectors: Energy and Water, Sanitation and Hygiene (WASH) in both the development and humanitarian contexts.

Job Summary:  International Lifeline Fund (Lifeline) is seeking to recruit a Logistic Manager who will be responsible for the implementation of procurement /logistics system and functions within the country Office with a focus on compliance to the procurement policies. This role has a country focus and ensures compliance to Lifeline procedures and guidelines within the country. The role contributes to the development of the country strategies, which are translated into action plans and day-today tasks. The role provides support and/ or technical guidance to country operations while overseeing country supply chain activities.

Key Duties and Responsibilities:

Procurement

• Receive analyse and combine procurement plans for most program and support related needs, in collaboration with WASH and Environment programs.
• Support program staff in supply planning and forecasting
• Develop and monitor implementation of procurement plans for all grants on quarterly basis
• Analyse and consolidate procurement needs from Lira Office and Field Offices to reduce redundancy of similar purchases
• Establish Framework agreements for routine supplies
• Provide remote support in ITB management (technical analysis and contract award)
• Organise procurement trainings for non-logistic staff and small-scale refresher training for procurement staff
• Review order requests, quotations, bids, purchase order, ITB and ensure appropriate support documents following ILF procedures and guidelines before submission for signatory approval. Review ITB (Restricted, National and International) documentation before advertising supplies
• Maintain list of vendors that specialize in providing specific goods and develop preferred vendor agreements as needed.
• Ensure that all suppliers in Uganda are identified and vendor database for local purchases with costs is developed and updated regularly.
• Ensure accurate filling systems including documentation and records of actions, for audit purposes
• Organise procurement, filling and produce weekly procurement sheets to prioritise needs
• Ensure implementation of audit recommendations relating to logistics/procurement
• Compile monthly reports received from field offices to provide country procurement reports to relevant Managers
• Conduct meetings as needed and report progress and challenges for procurement regularly to Head of programs
• Ensure the effective and efficient use of all Lifeline resources to keep costs low but while ensuring quality and standards
• Coordinate with the Admin and Finance Department to ensure that payment processes to suppliers are made on time and respect the financial systems and finance procedures.
• Plan and perform field audits to ensure consistency in process application and proper documentation and filing are maintained

Asset Management

• Ensure compliance and implementation of Lifeline procurement policies across field offices
• Provide monthly comprehensive country reports on Inventory/Asset to senior management
• Implement any available tools to improve the inventory management
• Provide guidance in disposal methods for unused or expired Asset with prior Donor/Lifeline Country Director`s Approval
• Liaise with security personnel on security-related transport issues, such as booking in/out etc.

Warehouse Management

• Provide monthly comprehensive country report on warehouse inventory to management team (list and stock value in hand)
• Provide support to the staff while engaging with freight forwarding agencies, freight handling/clearance agents, and local customs, to ensure that cargo is managed at all points of supply chain, and that all tracking and reporting deadlines are met
• Proactively manage the tracking of all supplies, equipment, materials and goods in transit, through its receipts and storage within Lira facilities
• Providing input on the location and negotiation of contracting for storage/warehousing that is secure, well maintained, and meets health and safe working practice requirement.

Fleet/logistic management

• Assist with the management of all matters of logistics relating to transport and fuel management, to ensure that vehicles are insured, assets managed correctly, maintained appropriately, damages are reported, and ensure that vehicles internal equipment (tools etc.) are complete and serviceable and that usage of fuel is correctly managed, and logged and recorded.
• Work to ensure that logistic systems are robust and flexible enough to cope if a crisis occurs to include assessment of airports, transport available, warehousing, access routes, fuel availability, field comms issues, staffing challenges, training required etc. Raising issues through senior management as required
• Work with your manager to capture, plan and regularly update preparedness reporting for the logistic systems in place at your mission

Management and People

• Accountable for people, management of direct reports, generally at least 6 employees. This includes hiring and firing, objective setting, probation, performance appraisals, development of staff, managing performance, including poor performance.
• Lead and manage the logistics and procurement team (including people planning, performance, wellbeing and development)
• Accountable for making significant decisions on what the unit does, its purpose, functions and role, and for making commitments and decisions that require the expenditure of significant unit resources
• Accountable for making sound decisions based on Lifeline policies, SOPs, standards, and the advice of technical experts in Lifeline
• Plan and organize regular logistics training with relevant participants (logistic, program, Human Resources and Finance) to ensure agreed and uniform systems to be implemented.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Procurement and logistic (or equivalent work experience) required.
• Minimum of Five years of professional working experience with a reputable organization doing procurement and logistic work.
• A post graduate diploma in logistics from a reputable institution is a plus.
• Demonstrated experience in fleet management in a busy organization.
• Supplier negotiation skills
• Leadership skills
• Good analytical skills
• High level of integrity
• Understanding of procurement and contract laws
• Good interpersonal and communication skills
• E-buying skills
• Excellent Organization and coordination skills
• Operate as an ethical, responsible, hard-working, and self-driven professional.
• Ability to work both independently and in a team.

Position Details: This position will support Lifeline programs in Lira Head Office and Apac Field Office with frequent visits to project sites.

How to Apply:

Please send a copy of your cover letter, resume, and academic credentials to Lifeline’s office by e-mail using the information below. Only successful candidates will be contacted.

International Lifeline Fund

P.O. Box 70 Lira, Uganda

E-mail to: hr@lifelinefund.org with subject line “Logistics Manager”

NB: Any kind of lobbying will lead to automatic disqualification.

Deadline: 28^th February 2022

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