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Job Title:    Procurement and Logistics Officer (Fresher Jobs)

Organisation: Teach For Uganda (TFU)

Duty Station:  Kampala, Uganda.

About US:

Teach For Uganda (TFU) is a locally-rooted and globally-informed leadership development organization that leverages the power and knowledge of promising future leaders to ensure that one day, all children in Uganda will attain an equitable quality education, enabling them to thrive in constantly changing economies. We nurture leaders who are committed to advancing equitable access to quality education in low-income communities through our flagship 2-year fellowship program that attracts graduates from varied academic backgrounds to serve as full-time teachers in underserved primary schools to improve foundational literacy and numeracy skills for kids while developing their leadership skills. Post fellowship our alumni become lifelong advocates of quality education as community leaders, social entrepreneurs, and policy influencers collectively addressing the systemic challenges that hinder children from fulfilling their potential. We currently operate in 4 districts i.e., Luweero, Mayuge, Namutumba and Kayunga with 83 partner schools, 198 fellows and 32 Alumni.

Job Summary:   The Procurement and Logistics Officer is responsible for overseeing the procurement and logistics aspects of Teach For Uganda’s operations. Working closely with the Operations Manager, Program teams, and Finance, the Procurement and Logistics Officer is very instrumental in supporting program activities in ensuring effectiveness and efficiency in the delivery of goods and services to the organization. The Procurement and Logistics officer will also have to do field visits to support field teams.

Key Duties and Responsibilities:

Procurement; (45%)

• In liaison with the Operations Manager, and Program team, design and implement the annual procurement plan.
• Review and ensure adherence to the Procurement and Logistics Manual.
• Manage the procurement process, provide the necessary documentation, and deliver promptly, ensuring that items procured meet the specifications of the end-user while adhering to Teach For Uganda’s procurement policies.
• Train the team on procurement and logistics policies.
• Establish and maintain a pipeline of recommended suppliers, overseeing the logistical aspects of the operation; oversee goods/commodity storage and movements as needed to the intended destinations.
• Collaborate with the Operations Manager, Head of Programs, and Finance Manager to detect and mitigate fraud, conflict of interest, and legal ramifications of Teach For Uganda activities.
• Develop and manage an annual procurement committee meeting schedule. As a secretary to the committee, document the procurement committee meetings, and ensure the transaction documents are reviewed and approved by the committee and filed in accordance with the standard operating procedures.
• Manage and ensure a successful bidding process to have pre-qualified suppliers of goods and services required by Teach For Uganda.
• Prepare monthly procurement reports that include the procurement movement reports (PR status updates, PR master list, and ongoing PR master list) and the expenditure report and submit them to the Operations Manager for reporting.
• Enforce proper use of the approval matrix as guided by the Procurement and Logistics policies.
• Build and strengthen relationships with service providers, contractors, and other partners in coordination with the Operations Manager and Programs team to ensure cost-saving and timely delivery of goods and services.
• Coordinate with the Finance Department to ensure that payments to vendors are made on time and without any unnecessary strain on the financial systems of TFU in cooperation with the Operations Manager.
• Update TFU’s Price List to meet the market prices for commonly bought items, and continuously review monthly for any changes in market prices.

Fleet management (20%)

• Develop tools for fleet management and monitoring (Logbook, Vehicle booking form, Technical check-up checklist, use of seat belts, adherence to speed limits, movement monitoring system)
• Compile and submit monthly fleet reports.
• Prepare monthly vehicle movement schedule and ensure coordination of staff travel for effective vehicle usage.
• Organize regular service schedules for the fleet. Maintain Fleet maintenance files and ensure all fleet repairs are done promptly.
• In collaboration with Human Resources, ensure all drivers and riders are licensed and able to effectively drive and ride a vehicle and motorcycle respectively at the hiring stage.
• Source storage facilities for motorcycles in TFU catchment areas and maintain proper storage of spare keys.
• Track Fleet expenses in accordance with the respective procurement policy.
• In the event of an accident/insecurity, compile and submit an incident report to the legal authority.
• In collaboration with the Deputy Program Manager, oversee the monthly movement plans of the field fleet, fueling, tyre status, and service requests per KM reading of service mileage.
• Analyze the monthly fleet fuel consumption and prepare a purchase request for refueling monthly based on need.
• Manage annual legal registration, tax and insurance of fleet, and all other Teach For Uganda assets as required.

Logistics (20%)

• Review TFU’s Common Cost Sheet and make visits to TFU’s catchment areas to ascertain the fares to the various regions and partner schools.
• Manage the clearing and forwarding/ handling logistics and transportation of goods and materials to the final destination/locations.
• Orientation to new staff on Procurement procedures from time to time in line with Teach For Uganda policy.
• Manage all logistics during team retreats, events, training institute, pre-term training, communities of practice, and workshops for effective service delivery.

Asset Management (15%)

• Log all new Teach For Uganda assets in the asset register and oversee the coding of new items. Maintain an up-to-date asset register monthly.
• In collaboration with the Operations Manager, maintain a list of repairs, and replacement of equipment, fixtures, and furnishings for future planning of procurements and maintenance schedules and occasionally orient staff about efficient asset handling and usage.
• Maintain an asset movement register and oversee the movement of TFU equipment/property.
• Conduct bi-annual physical count/check of all assets and confirm their status and condition;
• Record all lost, damaged, sold, stolen (or other) in the Asset Register with an approved
• Disposal off Assets form. Prepare and file any necessary, supplementary documentation.
• In collaboration with the Senior Project Officer, conduct a bi-annual physical count of project  equipment and provide an inventory report on equipment lists, locations, and conditions.

Others:

• Any other duties as may be assigned.

Qualifications, Skills and Experience:

• The applicant must hold a Degree in Procurement and Supply Chain Management, Stores and Supplies Management, Logistics, or a related qualification from a recognized.
• At least two years of experience in logistics and procurement with preferably in an NGO setting
• Ability to maintain the procurement and logistics filing system, Adaptability to unanticipated circumstances,
• Proficient in MS Office and G-Suite package
• Proven ability to solve problems independently without supervision
• A clear understanding of procurement ethics and donor compliance is essential.
• Well-developed analytical and reporting skills
• Strong organizational, reporting, and management skills.
• Ability to successfully work within a team, have exceptional organizational skills, and the ability to handle multiple in a fast-paced environment.

How to Apply:

All candidates should Email their updated resumes with 3 professional referees and a one-page cover letter to jobs@teachforuganda.org Please indicate the position applied for in the subject line of your email. Your cover letter should include why you are interested in Teach For Uganda and in this position.

NB: Only shortlisted candidates will be contacted.

Deadline: 22^nd December 2023

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