The Ugandan Jobline

Job Title:  Administrative and Logistics Officer

Organisation: Catholic Relief Services (CRS)

Duty Station:  Kampala, Uganda

Grade: 6

About US:

Catholic Relief Services (CRS) is an International non-profit organization whose commitment is to assist the poor and vulnerable overseas set out by the Bishops of the United States. Our Catholic identity is at the heart of our mission and operations. We welcome as a part of our staff and as partners people of all faiths and secular traditions who share our values and our commitment to serving those in need.

Job Summary: The Admin/Logistics Officer will coordinate the provision of responsive, effective, and efficient administrative and logistics services in support of the Catholic Relief Services’ (CRS) mission to serve the poor and vulnerable. You will coordinate the implementation of all day-to-day logistics activities for the Yumbe and Kyangwali field team to ensure all programs and operations have the goods and services needed when they need them. Your knowledge and experience will allow you to coordinate commodity and logistics

needs and challenges and the implementation of solutions, as you apply the principles of stewardship, integrity, transparency, and accountability. You will help coordinate activities related to warehouse maintenance and goods receipt, storage handling, monitoring, as well as assist with procurement and dispatch in support of the delivery of high-quality programming to the poor and vulnerable.

Key Duties and Responsibilities:

• Help ensure administrative systems, processes, and policies are in line with agency standards and donor and local law regulations.
• Engage with relevant external stakeholders (government officials, landlords, service providers, etc.) on assigned administrative matters and help ensure required authorizations and documents are up to date
• Coordinate the efficient use of CP assets and rented facilities. Help ensure fully compliant procurement of office materials and asset management systems and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions. Manage all apartment related bureaucracy including the payment of rents, common bills and utilities.
• Coordinate the provision of travel and logistics support and services to staff and visitors. Coordinate event planning activities, including delegation visits, trainings and workshops and help identify safety issues and ensuring a safe and sound work environment.
• Support the implementation of delivery operations from arrival of goods in-country (or local purchase point) to the warehouses/storage and on to the final distribution centers in accordance with CRS and donor regulations and international and local supply chain standards and requirements
• Coordinate activities to ensure warehousing/storage facilities and all necessary equipment and supplies are secured and maintained in excellent physical condition and quantities for proper storage and safeguarding of goods. Conduct routine daily inspections and take immediate action to eliminate damages and deficiencies.
• Coordinate receipt (offloading, checking and verifying quantities/weight and quality), transportation, distribution and dispatch (packing, labeling, loading); and ensure verification, preparation, and maintenance of accurate, complete, and up-to-date documentation on all goods received and shipped.
• Oversee and assist storage and inspection of goods to ensure they are in excellent condition. Provide support in damage and/or loss handling and replenishment of goods to ensure adequate stock levels are maintained in accordance with program needs and maintenance of an up-to-date stock ledger.
• Maintain updated files with all required logistics documents and ensure all logistics management activities and movements are fully and accurately documented. Prepare and/or review all reports prior to submission per distribution requirements.
• Maintain a list of the CRS ASL at the office and ensures all documentations regarding said vendors are on file. S/he takes leadership in on-boarding new vendors.
• Undertake contract management, maintain proper contract documentation and filing system for all official correspondences.
• Ensure Insight purchase orders are well supported with complete electronic supporting documents before approval for purchase requisitions handled at the field office
• Conduct market and due diligence surveys for service providers to be added in the system.
• Provide orientation and technical guidance to the Yumbe and Kyangwali team in case of any changes in operations process and for any administrative-related matter.

Qualifications, Skills and Experience:

• The ideal applicant must hold a Bachelor’s Degree in Business Administration or relevant field preferred.
• At least three years’ work experience in administrative support functions, with increasing responsibility. Experience with an international NGO a plus.
• Knowledge of political dynamics along the chain, infrastructure, market knowledge, as well as related laws and regulations.
• Experience and proficient skills in MS Office package (Excel, Word, PowerPoint) and information management systems.
• Post Graduate Diploma in Financial Management is a plus.
• Graduate or advanced education may substitute for some experience.
• Experience and proficient skills in MS Office package (Excel, Word, PowerPoint, Visio) and information management systems.
• Applied knowledge in enterprise resource planning (ERP) software is desired.
• Good planning, organizational and time management skills
• Strong customer service orientation with very good communication and interpersonal skills
• Ethical conduct and ability to maintain confidentiality
• Proactive, resourceful, solutions-oriented and results-oriented
• Required Languages – English

How to Apply:

All suitably qualified candidates Email a cover letter and CV only to ug_recruitment@crs.org

• Large files and/or scans of documents will lead to rejection of your application, in the subject
• line of the email, copy and paste – ADMINANDLOGISTICSOFFICER only
• All applications that do not contain this exact subject line will be rejected and not read

Only selected candidates that meet the requirements will be notified.

Note: To apply, please follow these instructions exactly otherwise your application will NOT be

considered:

Deadline: 20^th April 2022

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