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Job Title:  Administration and Logistics Manager

Organisation: BRAC International

Duty Station: Kampala, Uganda

About Organisation:

BRAC Uganda has grown to become one of the largest non-governmental development organisations in the country since its launch in Uganda in 2006. It acts as a catalyst, creating a multitude of opportunities for people living in poverty to realise their potential to transform their own lives. BRAC Uganda specialises in taking up an idea, testing it, perfecting it and then scaling it up rapidly in a cost-efficient manner without compromising quality. We implement six programmes in thematic areas of Health, Education, Ultra-Poor Graduation, Emergency Preparedness and Response, Empowerment and Livelihood for Adolescents, and Financial Inclusion.

Job Summary:   BRAC International (BI) is seeking a Administration and Logistics Manager in Uganda who is aligned with it’s ethos of working in partnership with communities to create impact for scale. The Manager Logistics & Administration will be responsible for overseeing and managing the administration and logistics function within the organisation. This role involves leading a team, developing administration & logistics strategies, ensuring that both staff and project activities work in and are implemented under a safe and secure environment respectively, as well as ensuring the efficient and cost-effective utilization of organisation resources and assets, while adhering to all relevant policies, regulations, and ethical standards. The incumbent will play a critical role in promoting a culture of continuous learning across the organisation. S/he will also ensure that the core values and mission of BI are upheld, promoted, followed, and applied across team in Uganda.

Key Duties and Responsibilities:

Strategy and Leadership

• Collaborate with management to review, develop and implement strategies that align with the organisation’s goals, objectives, and financial targets.
• Continuously assess and adapt strategies to meet changing market conditions, regulatory framework and business needs.

People Management

• Collaborate with the Human Resource Department in attracting, directing and managing quality staff in the logistics & administration department while focusing on supervising and developing their capabilities appropriate to the strategic, operational as well as future needs of the department.
• Build and lead an agile, robust, inclusive and effective team, working collaboratively with them to achieve organisational goals.
• Provide support and direction to the logistics & administration team in setting clear performance targets, ensuring commitment to them and achievement of results, while maintaining an effective feedback mechanism.
• Mentor and coach logistics & administration staff to attain the required competencies.

Administration

• Lead in the dissemination of the administration and logistics guidelines across the organisation so as to ensure compliance and adherence.
• Serve as the Health, Safety and Security Focal person for the Country
• Oversee the implementation of and ensure compliance to set Health, Safety and Security Guidelines at all BRAC Uganda Offices and premises.
• Ensure that all Health, safety and security installations and enhancements are timely and regularly assessed, serviced and maintained to ensure that they are functioning as expected.
• Ensure that adequate security is provided at all BRAC Uganda Offices and premises, including having all guests screened, assessed and checked both at the time of entry and at exit to and from BRAC Uganda Offices and premises respectively.
• Monitor the adherence of 3rd party service providers to contractual provisions and ensure full compliance to agreed Service Level Agreements.
• Ensure compliance to, assessment checklists for use in the identification and selection of premises and facilities for use as Offices and other programme spaces as per need.
• Take lead in the identification, assessment and selection of offices and premises for use by BRAC Uganda.
• Collaborate with departments and programs to understand their administrative and logistical needs and ensure their timely fulfilment
• Monitor administration costs and seek cost-saving opportunities without compromising quality.
• Oversee travel arrangements, transportation schedules, and accommodation for staff and visitors, for both domestic and international travel
• Support BRAC Uganda Staff in the application for and processing of work permits, travel visas and such related documentation.

Logistics

• Ensure adequate accountability of both inventory and stock held at BRAC Uganda’s warehouses and premises.
• Control and optimize the organisation’s inventory levels, storage, and distribution.
• Coordinate the disposal of obsolete items in line with the disposal policy.
• Coordinate the movement of the organisation’s goods both within and from outside the Country using cost effective and efficient means.
• Ensure planned, optimal and accountable utilization of BRAC Uganda’s fleet, including recommending and implementation of tracking and monitoring solutions.
• Participate in the identification and procurement of fleet requirements or services
• Ensure that BRAC Uganda’s fleet is regularly and adequately serviced, maintained and repaired as needed.
• Ensure that BRAC Uganda’s fleet is roadworthy and compliant to regulatory and traffic requirements at all times.
• Ensure that real-time and periodical tracking of the fleet is done through the Tracking System, and that reports are generated and shared with stakeholders to inform decisions.
• Engage with stakeholders to understand their needs, advise and support as appropriate to ensure optimal and efficient utilisation of fleet resources.

Safeguarding

• Ensure the safety of team members from any harm, abuse, neglect, harassment and exploitation to achieve the program’s goals on safeguarding implementation. Act as a key source of support, guidance and expertise on safeguarding for establishing a safe working environment.
• Practice, promote and endorse the issues of safeguarding policy among team members and ensure the implementation of safeguarding standards in every course of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes place, encourage others to do so.

Qualifications, Skills and Experience:

Academic Qualifications:

• Bachelor’s Degree in Administration and Logistics Management. Possession of a Master’s degree in the same field will be an added advantage

Experience Requirements

• A minimum of 05 years at managerial level in administration or logistics management in a reputable organisation, preferably in an International NGO,

Required Skills, Competencies & Knowledge

• Strong negotiation and service providers’ management skills.
• Excellent communication and interpersonal skills.
• Proficiency in logistics management systems, software and tools.
• In-depth knowledge of relevant legal and regulatory requirements.
• Sound analytical and problem-solving abilities and organising skills.
• Leadership and team management skills.
• Ability to work effectively in a fast-paced and dynamic environment.
• Possess high ethical and moral standards.
• Sensible and adaptive to diverse work culture.
• Proficient computer skills; word, power point, excel.
• Critical thinking, good judgement and objective decision making.

Our Core Values:

• Integrity: We approach our work with honesty and integrity.
• Innovation: We innovate and iterate to improve our impact.
• Inclusiveness: We foster inclusion to reach those who need it most
• Effectiveness: We strive for effectiveness to better serve people in poverty

How to Apply:

If you feel you are the right match for the above-mentioned position, please follow the application process to grab your dream opportunity!

Interested candidates should send their Application indicating the branches of interest, CV and academic documents as one document addressed to the Head Human Resources by email bimcf.uganda@brac.net

The subject must be the name of the position applied for strictly when submitting. Only complete applications will be accepted, and only shortlisted candidates will be contacted.

Deadline: 25th October 2024

NOTE: BRAC Uganda doesn’t charge any fee at any stage of the recruitment process from the applicants. Should you have any doubts about the authenticity of any communication purportedly on behalf of BRAC Uganda please send us an email before taking any further action in relation to the issue at hand.

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