The Ugandan Jobline

Logistics & Procurement Officer Bugiri

About the Role

GOAL is currently seeking to hire a Logistics & Procurement Officer to join our Uganda team. This is an exciting opportunity for you to join an extremely dynamic International NGO and to apply your skills in Logistics and Procurement. If you are familiar with working within the international development aid sector and have a strong background in the areas mentioned, then this role is perfect for you!

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Qualifications, Skills and Experience:

To be successful in this role, you will need:

Essential

• The ideal applicant must hold a degree in supply chain management or related courses in supply, logistics, purchasing.
• At least three years’ work experience with an INGO in a related logistics and procurement function.
• Good computer skills.
• Basic supervisory skills.
• Fluent English and a local language
• Highly organized.
• Strong skills in prioritization.
• Ability to understand budgets.
• Good interpersonal communication skills

Desirable

• Level 4 CIPS
• Experience in budgeting, planning and report writing.

The key responsibilities of the role will be:

Procurement

Responsible and accountable for all supply chain related activities with respect to the following tasks

• Receives and purchase requests (PRS) from users in Bugiri and in consultation with the procurement Manager, sends out enquiries or request for offer to potential suppliers.
• Receives offers/quotations from suppliers and prepare bid analysis for purchases and have all approvals completed according to the Procurement Chart.
• Ensures that for each article purchased are as per GOAL procurement chart and an official purchase order placed according to the best price in proportion to quality.
• Ensures that purchases are done on timely manner in reference to Logistics time frame.
• Ensures that all purchased goods are delivered according to specification to the end customer and/or beneficiaries. If goods are going directly to users/customers, the officer will organise their safe keeping in the organisations warehouse.
• Checks all invoices for logistics services against orders made by the logistics office.
• Monitors and summarises all receipts and provides an activity to the Procurement Manager and all field logistics officers on a weekly basis.
• Ensures that staff adhere to all GOAL procurement procedures.
• Prepares all needed documents for Finance department, in order to obtain the cash or cheque needed to purchase the goods or supplies.
• Prepare payments of suppliers in a timely and accountable process and ensures that all necessary supporting documents are attached.
• Ensures that expenses in excess of the budget should always be discussed with the Procurement Manager in coordination with the Field operations Manager prior to purchase.
• Keep a weekly track on prices for all purchased articles and ensure relevant section of the GOAL vendor roster is updated in reference with the Procurement Manager advised accordingly.
• Follows up the change of prices of the market and advise the Procurement Manager and Field operation Manager.
• Ensures that the price list is updated in a timely manner and forwarded to all Project Managers.
• Keep all filing up to date; order requests, quotations, and three quote file, purchase orders, supplier documentation.
• Ensures that the open order sheet is always updated and circulated every Friday of the week.
• Receives and registers payment request forms (PRFS) from finance and logistics field officers and, in consultation with the Logistics Coordinator and Procurement Manager, have all approvals completed according to the Procurement Chart .
• Ensures that the payment tracking sheet is always updated and circulated every Wednesday of the week to finance in Kampala.
• Ensures that at the end of the month all completed files are photo copier and filed in the Logistics office.

Fixed Assets Management

• Ensure all assets received from Kampala have an asset number and are engraved properly
• Follow up the movement of assets to all field locations and report monthly any discrepancies with the monthly asset register.
• Brief immediately the Logistics Manager if any issues arise.
• Manage the shipment of all assets to be repaired; fill out equipment repair form before sending any equipment/asset to Kampala and follow up.
• Ensure that disposal/damage loss report for assets is filled in, have signed off by the Field operations manager and Logistics Manager.

Stocks & Warehouse Management

Supervise the stores assistant on the following tasks:

• Implementation of all stores management procedures and associated documents in line with GOAL Logistics Manual.
• Educate & coach relevant staff in stores management systems and standards.
• Responsible to manage the logistics stock, including the stationary store, and ensure that the warehouse is always clean & tidy.
• Fill, for all movement of goods in and out the stores, all documentation according to the GOAL Logistics Manual.
• Goods In dockets
• Stock cards
• Delivery documents and packing lists
• Donation certificates
• Do a physical monthly 30% 6-monthly (100%) physical inventory.
• Monitors that all stores are kept clean and ensure these are locked at all times and no materials are missing.
• Monitor the minimum stock levels if applicable and take action accordingly.
• Make the monthly stock report and send to Logistics Manager with agreement of Finance and Logistics assistant responsible for daily management of stores.
• Update all stock cards with all data (GRN, SRF etc.) and separate stock cards held by Donor, item and date for pharmaceuticals.
• Ensure Internal Requisition Forms (IRFs) are completed for all items requested from stores
• Share stock movement sheets (SMS) shared weekly with programme staff, management and others as required.
• Reconcile stocks issued for distributions with the distribution lists and left over donation stock returned to the warehouse and accounted for on the stock cards.
• Keep high-value / attractive and moveable items (e.g. spare parts, pool asset) secure.
• Complete Goods Received Notes (GRN) issue and file on receipt of all stock into the warehouse and delivery dockets issued for the movement of stock between locations.
• File all stores paperwork in accordance with the logistics manual in a secure location.
• Complete and update stock cards for all stock items on receipt and dispatch of stock.

Premises management

• Assure the good condition of GOAL Bugiri premises.
• Discuss with the Finance and Logistics all possible maintenance or rehabilitation works needed.
• If requested, get quotations locally and prepare the contracts for the local works.
• Monitor all local works to ensure compliance to contract terms and conditions and provide progress and issues reports to the Finance and Logistics Officer.
• Responsible for hygiene and tidiness in and around the GOAL premises and the disposal of waste in an environmentally responsible manner (guidelines will be given by the Logistics Manager)
• Ensure external guard schedule is in place and supervise effectiveness.
• Ensure all security guards are provided with necessary equipment (phone, torch, rain gear, …)
• Keep confidential all sensitive/security related information pertinent or concerning GOAL.
• Ensure regular health and safety checks carried out of the offices (eg fire extinguishers, fire / smoke alarms, fire evacuation procedures, fire blankets, first aid kits, drinking water, garbage disposal, repairs & maintenance etc) and all health and safety equipment in place and operational.
• Conduct fire drills at least biannually and act as fire marshals.
• Ensure office is fumigated for pests regularly, there adequate security measures in place for the compounds, waste disposal system in place for all compounds, there an adequate water supply and appropriate visibility in place at all premises in accordance with donor and GOAL operational requirements.
• Ensure communication equipment (HF, VHF, Sat-Phones, Mobile Phones, etc.) secured against theft, tracked and monitored.

Follow up generators

• Develop and implement maintenance schedule for Generator repairs.
• Ensure that generators are all in running conditions.
• Follow up any maintenance required.
• Reporting
• Compile a monthly logistics report and send to the Logistics Manager by the 1st of every month.

General terms and conditions

• Code of Conduct and Accountability within GOAL
• GOAL is an equal opportunities employer and has values and behaviours framework which defines our code of conduct. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability.
• Comply with GOAL’s policies and procedures with respect to safeguarding, Code of Conduct, health and safety, data protection and confidentiality, do no harm principles and unacceptable behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behaviour of a GOAL staff or partner.

Safeguarding

Children and vulnerable adults a must be safeguarded to the maximum extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury, and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

GOAL

Established in 1977, GOAL is an international humanitarian agency, with a global team of 2,400 personnel, dedicated to alleviating the needs of the most vulnerable communities. Currently operating in 13 of the world’s most vulnerable countries, GOAL delivers a wide range of humanitarian and development programmes, ranging from humanitarian relief in disaster situations, to focusing on nutrition, food security, and building greater resilience and sustainable livelihoods.

General description of the country programme:

First operational in Uganda in 1979, the current GOAL Uganda country programme focuses on Health (including WASH, Health Accountability and Nutrition programming); and a market based systems approach to improving agricultural livelihoods and WASH. GOAL Uganda mainstreams gender, child protection, social behaviour change and resilience strategies across all programming. GOAL works on a district focused approach and uses a mixture of direct implementation and partnerships with national and international civil society organizations, local government, the private sector and communities to give effect to our mission.

GOAL Uganda has a skilled team of approximately 100 personnel and manages an annual operating budget of approximately €8.7 million (2018). GOAL is currently operational in the North, South, East and West of Uganda with six established offices in Kampala, Lira, Bugiri, Kasese, Moroto, Hoima, Kaabong and Agago Districts. GOAL Uganda country programme is funded by a number of donors who include Mastercard, charity: water, Irish Aid and some small foundations.

Our package includes a competitive salary, health insurance cover for up to 3 dependents, comprehensive 24-hour personal accident cover, terminal benefits equivalent to one month for each completed year of service and our working hours provide for a half day on Fridays.  GOAL promotes a learning and development environment with training & study opportunities aligned to our staff development policy.

Interested applicants who meet the requirements should submit their applications by email with at least 3 reference contacts (current or former Line Manager) from the last three employers and daytime contact number to; recruitment@ug.goal.ie     indicating the title “Logistics & Procurement Officer” in the subject line by 14th December 2022.  PLEASE DO NOT ATTACH CERTIFICATES.

Deadline: 14^th December 2022

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