The Ugandan Jobline

• Ensure strict compliance to ACF’s kit log and
  its implementation in base operations for proper audit filing and control
• Management of all logistics support,
  following ACF procedures and policies for the management of the supply
  chain, vehicle fleets, assets and stocks through the technical guidance of
  the Logistics Coordinator
• Liaise closely with the Logistics Unit in
  Kampala, and in general to support the Head of Region technical
  initiatives around internal logistics practices
• Liaise with the local government and other
  agencies on issues of common interest if deemed necessary by HoR
• Work in close collaboration with other
  members of ACF teams in other bases/regions; sharing information on
  policies and procedures with proposed implementation strategies, providing
  logistics overviews on costs, materials, goods, services and supplies

• Centralize the programme supply chain by
  setting up effective order management systems at base level for all local
  and national orders with support from capital office
• Through guidance and support from capital
  office and HoR, ensure local and national procurement practices are
  compliant with donor regulations practices
• Organise the procurement of items based on
  authorised IOFs as requested by the budget holder and ensure correct ACF
  procedures are followed in procurement chain cycle
• Update price catalogue with new purchase
  prices at least every three months
• Ensure quality of goods and services procured
  by taking a proactive role in discussing the technical specifications on
  the IOF, organising visits to suppliers with programs….

• Ensure management of vehicle fleet is in line
  with ACF standards (kit log), and ensure appropriate allocation and safe,
  economical use of vehicles throughout programmes and ensure servicing and
  maintenance schedules are adhered to.
• Support the drivers and mechanics with the
  following duties:
• Manage the use of vehicles and
  communication equipment
• Supervise vehicle plans and
  allocation in order to optimally serve the needs of programmes
• Monitor fuel consumption of ACF
  vehicles
• Ensure ACF safety regulations are
  adhered to by both drivers and passengers at all times
• Ensure that all ACF vehicles are
  fully kitted out with first aid box, tool box, fire extinguisher, valid
  vehicle documents and insurance, vehicle folder, rescue kits, jack, spare
  tires etc

• Ensure a centralized base assets register is
  maintained, with all programme assets tagged with asset numbers and ID
  cards for ease of tracking
• Ensure an inventory list is placed in each
  room and updated every three month
• Ensure the equipment files and particularly
  the allocation and ID files are signed by all users

• Monitor security information and networks and
  ensure that security information is disseminated appropriately and
  effectively through the HOR
• Support security focal points to function
  effectively
• Participate actively in internal and external
  security meetings

• Make hotel reservations for any visiting
  guests and staffs of the base.
• Ensure the safety of the staffs in Yumbe
  office.

• Commitment to and understanding of ACF
  Charter and Basic Principles
• Provide full support in;
• Organization of the logistics
  department (HR chart)
• Validation of paid leaves request
• Technical supervision and management of the
  logistics team: purchase officer, storekeeper, radio operator, drivers,
  watchmen, custodian…(when and where appropriate)
• Assist HR CO, FINCO and Logco to adjust the
  job descriptions of other logistic team members
• Assistance to HR CO, FINCO and Logco with
  performance management, training and development of the Admin team
• Perform reviews of the team and follow-up on
  objectives set to team members
• Be the backup of any logistic team member in
  the base.
• To provide a weekly/monthly planning for the
  team on the base
• Organise the weekly departmental meeting

• Responsible for petty cash management at the
  sub office by ensuring the respect of ACF financial procedures related to
  cash management;
• Compile the cash forecast of each department
  and send to Field Coordinator
• Control with the Head of Base to ensure the
  PRs are properly filled in with correct budget codes, and are properly
  recorded and followed up until payment.
• Ensure each transaction is justified by an
  appropriate invoice/receipt, and to ensure the quality of receipts (name,
  patent number, stamp, description, date, amount etc) included the
  procurement file;
• Responsible for making follow-ups on advances
  and transfers & keep all bills in the folder relative to the specific
  month
• Ensure the good quality of SAGA: budget
  lines, accounting codes, project codes, descriptions
• Prepare financial documents in their order
  and ensure payments are as per budget lines.
• Prepare the cash forecast for the sub base
  respecting deadlines.
• To make payments, advances and transfers,
  ONLY if the Procurement Request and Supplier have previously been duly
  approved by the Field Coordinator
• Submissions of financial requests to the Head
  of base on bi-weekly basis.

• Check with the Head of base on functionality
  of ACF mobiles and plan service accordingly
• Ensure the internet is functioning smoothly
• Ensure smooth communication with staff
  through mobile phone or any other available means.

• Ensure staffs have signed contracts and Job
  descriptions.
• Ensure confidentiality of personnel
  documents.
• Update monthly follow-up of annual leave
  & sick leave;
• Ensure implementation and respect of ACF
  staff regulations at the base level, make sure they are well understood
• Filling of all documents related to Human
  Resource
• Prepare monthly salary database and send to
  Field Coordinator
• Update monthly follow-up of annual leave
  & sick leave and share the report with Field Coordinator
• Supervise Cleaner/receptionist.
• Liaise with Field Coordinator/HR Officer for
  any support related to HR

• The applicant must hold a Bachelor’s degree
  in Human Resource Management, Logistics or Accounting or Business
  Administration.
• Diplomacy, tact and negotiating skills
• Strong interpersonal, organizational and
  communication skills
• Proven ability to manage and prioritize a
  significant workload
• Flexibility under pressure and in response to
  changing needs
• Diligence, attention to detail and excellent
  numerical accuracy
• Practical experience with Microsoft Word and
  Excel programmes
• Ability to keep clear and concise records
• Abilities in financial management
• Experience in supervision of staff
• Ability to train and follow up teams.
• Excellent organizational and leadership
  skills.
• Autonomous and able to take initiative.
• Able to set own deadlines and meet them.
• Fluent English;
• Professional computer skills, including MS
  Word, Excel, internet, and email.
• Possession of a valid riding permit

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