Job Title: Administrative and Logistics Officer
Organisation: SNV
Duty Station: Kampala, Uganda
About Organisation:
SNV is an international development organisation that applies practical know-how to make a lasting difference in the lives of people living in poverty. We use our extensive and long-term in-country presence to apply and adapt our expertise in agriculture, energy and WASH to local contexts. SNV has annual revenues of over €120 million, and 1300 staff working in 25 countries across Asia, Africa and Latin America. We are proud to be a not-for-profit organisation that uses project financing to implement our mission.
Job Summary: The Administrative & Logistics Officer is part of Operations within a country. The role holder will focus on providing administration & logistical support services in the country program while ensuring availability and quality of logistics to fully support SNV operations. The Administrative & Logistics Officer supports, guides and directs all projects in administration & logistics support functions. He/she requires strong logistical planning skills, the ability to multitask, and a focus on efficiency and cost-effectiveness. Must be a dynamic and efficient. He/she should fit into a busy office and be well organised and reliable. He/she should ensure efficiency, effectiveness, punctuality, and timely support in Administration, Logistics and Fleet functions, to create optimal, preconditions for efficient and effective execution of specific tasks. He/she will report directly to the Country Operations Manager.
Key Duties and Responsibilities:
Fleet management.
- Provide administrative support to Operation Team.
- Liaise closely with the Country Operations Manager to coordinate fleet and facilities management.
- Optimize transportation routing & mapping to minimize costs and maximize efficiency.
- Gather, analyze, and prepare relevant reports (fuel usage, fleet maintenance & facilities management and prepare/ consolidate monthly fleet running costs) and provide weekly updates to Country Operations Manager for action.
- Anticipates on delivery challenges to ensure service continuity.
- Ensures issues are escalated in a timely manner through the right channel, when necessary, to ensure full logistical support.
- She/He prepares monthly fuel and mileage reports- fleet running costs, summary of incidents and actions taken, insurance of fleet/ assets, incident reporting and follow-up, fleet acquisition planning, ensure weekly checking of vehicle logbooks to confirm usage and authorization of journeys.
- Ensure that contracts for fuel, car rental, tyres, batteries, GPS, repairs and maintenance, parking fees, etc are valid and that payments are made immediately.
- Timely update of drivers on new traffic laws and organizing training like defensive driving, first aid which enhances their safety and performance.
Facilities management
- Support facilities management through coordination of country office and project offices to ensure offices facilities are functioning properly and working environment is conducive.
- Coordinate facilities maintenance and repairs are on time, generators services and maintained well.
- Ensuring all office properties are in good conditions for the safety of the employees and their properties. He /she should be a team player with strong attention to detail and comfortable to execute this role smoothly.
Asset Management
- Organize and track all organisational assets and develop organisational asset register.
- Coordinate with regional administrative officers to ensure every asset tracked and registered in master asset register.
- Co-ordinate asset disposal with project managers or project finance teams
- Ensure asset register is updated frequently to track new acquired assets.
- Ensure periodical spot check of all assets to confirm existence and status with quarterly reports furnished to Country Operations Manager.
Inventory Management
- Organise stores at country office and ensure that all incoming and outgoing inventory is recorded with the right documents of Delivery Notes-DN, Stock Cards- SC, Goods Received Note- DN & Stores Requisition Notes-SRN.
- Ensure periodical (quarterly and mandatory end of year) physical verification of inventory with reports furnished to the Country Operations Manager.
- Bring to the attention of the COM any variances in stock for corrective action.
- Ensure that stores are well arranged for easy stock taking and access of inventory.
- Ensure timely replenishment of inventory including office supplies and cleaning materials.
Filing and Archiving
- Control, distribution and filing of motor vehicles logbooks and any related documents at the country office and maintenance of a filing system, in line with archiving procedures.
Administrative Duties
- Participate in collecting information for procurement planning, carbon reduction strategy and any other information which is critical to the success of country operations.
- Set goals and objectives and evaluate transport facilitators/ driver’s performance. Participate in the recruitment of drivers. Evaluate the performance of logistics vendors.
- Supports SNV employees on facility matters, making sure the office environment is an optimal workplace for the employees (e.g. meeting room set-up, maintenance, gardening etc.).
- Coordinates accommodation, travel arrangements, work visa/ permits tracking (if applicable) in consultation with logistic support, organises local transport, visa application, conform procedures and in line with agreements with the manager.
- Supports SNV employees and visitors in office support, making sure they can reside in a clean and secure office environment and are provided with food and beverages (e.g. cleaning, security, catering, welcoming visitors etc.).
Qualifications, Skills and Experience:
- A bachelor’s degree in business management (Administration, Operations, Accounting, Logistics, Human Resources) or a related field.
- Minimum 5 years of experience in working in an international organization, including experience in business support services.
- Experience of reviewing and implementation of policies, procedures and guidelines.
- Experience of managing varied projects in HR, Finance, and Logistics/Procurement.
- Ability to plan and organise a substantial workload that includes complex, diverse tasks and responsibilities.
- Experience in context analysis, security and team management.
- Excellent oral and written communication skills in English and local language.
Additional Information
- Result oriented: The ability to take direct action in order to attain or exceed objectives.
- Initiative: The ability to recognise and create opportunities and to act accordingly. Rather starting something than waiting passively for it to happen.
- Flexibility: The ability to change one’s behavioural style and/or views in order to achieve a set goal.
- Accuracy: The ability to work accurately and diligently, with an eye for detail aimed at preventing mistakes.
- Problem analysis: The ability to detect problems, recognise important information and link various data to trace potential causes and look for relevant details.
- Focus on quality: Setting high quality standards and striving for continuous improvement and quality assurance.
How to Apply:
If you believe that your credentials meet the outlined profile, we invite you to apply by uploading your CV and motivation letter in English.
Deadline: 30th October 2025.
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Level of Education: Bachelor Degree
Work Hours: 8
Experience in Months: 60