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Job Title:   Logistics and Supply Chain Manager   

Organisation: ALIGHT

Duty Station:  Kampala, Uganda

Reports to: Logistics and Supply Chain Coordinator,

About US:

ALIGHT, formerly the American Refugee Committee (ARC), is an international non-profit, non-sectarian organization that has provided humanitarian assistance and training to millions of beneficiaries over the last 40 years. In 2011, Alight helped nearly 2.5 million people get essential services to regain their health and take back control of their lives. Alight works with its partners and constituencies to provide opportunities and expertise to communities of refugees and internally displaced persons in seven countries in Africa, Asia and Europe, including Iraq, Kosovo, and in the Darfur region of Sudan and is currently providing for emergency relief and recovery in Haiti. Alight provides shelter, clean water and sanitation, health care, skills training, microcredit education, protection to help survivors of war and natural disasters to rebuild their lives with dignity, health care, security and self-sufficiency.

Job Summary:  The Logistics and Supply Chain Manager will be responsible for overseeing procurement, logistics, administrative and security support cells of ALIGHT Uganda Program. He/she will ensure that ALIGHT’s and other applicable procedures and regulations relating to procurement, logistics, security and administration are complied with in regards to program support. He or she will lead, guide and effect procurement needs for ALIGHT Uganda to achieve better service delivery and cost-effectiveness using best and emerging practices in Procurement Management. S/he will also provide technical support and capacity building to procurement focal points at ALIGHT Uganda field sites across the Country Program portfolio.

Key Duties and Responsibilities:

Procurement and Supply Chain Management:

• Manage the entire process in the planning of the procurement and supply chain activities, proactively engage in all stages of planning, development, implementation and monitoring of supply chain systems.
• Lead and support Country Program procurement requirements in a transparent and auditable manner, and in line with the policies and procedures of ALIGHT and supporters.
• Ensure effective lines of communication between the Field Office, Program/Field Managers and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the most appropriate procurement procedures
• Provide periodical refresher training to supply chain and program staff on ALIGHT Procurement and Supply chain) across all field offices.
• Enforce proper use of procurement thresholds and approval procedures across ALIGHT Uganda portfolio.
• Enforce contract management procedures across ALIGHT Uganda portfolio.
• Conduct spot checks to ensure compliance with ALIGHT Operations Manual (procurement and contract management procedures, and documentation).
• Maintain continuity of work operations by documenting and communicating needed actions to the Logistics and Supply Chain Coordinator; discover procurement irregularities and communicating actions/solutions.
• Provide guidance and manage country program tender processes to ensure effectiveness, transparency, accountability and competitive purchase of goods and services.
• Oversee and coordinate regular market assessments and manage the database for market prices for most common goods and services requirements of the country office.
• Build and maintain constructive and ethical business relationship with key and framework suppliers and private sector’s operators to ensure that ALIGHT is getting value for money as well as identifying new suppliers for categories that were not prequalified for, where needed.
• Oversee the management of ALIGHT new procurement tracking system including the preparation of weekly tracking reports to be shared with all field offices.
• Manage procurement risks by conducting risk analysis from time to time and suggesting appropriate mitigation measures to management.

Management Support:

• Prepare monthly LMIS on procurement & Supply chain (Procurement Tracker, KPIs).
• Support projects development efforts through provision of realistic cost information for budgeting.
• Implement Learning and Accountability recommendations relating to procurement.
• Conduct orientation of new staff on ALIGHT Uganda’s Operations Manual (Supply Chain and Assets Management).
• Perform other duties as assigned by your supervisor or senior leadership.
• Contracts Administration and Management
• Provide oversight over various contract management processes and ensure transparency.
• Plan, develop and manage Framework Agreements, Service level Agreements, & Construction Agreements. Review the contract performance and manage vendor relationship for smooth service delivery.
• Timely update and renewal of contract/FWA tracker, lease agreements and service contracts.
• Monitor and analyze contract performance against agreed benchmarks through agreed reporting mechanisms and advise projects on potential issues and recommend remedial actions
• Negotiate, within the terms and conditions of the contract, solutions to conflicts/problems arising in case of poor performance or non-compliance with contractual obligations and convene meetings with contractors to allow ample opportunity for the identification and early resolution of potential disputes
• Conduct activities required by the contract including logistical support, accreditation, licensing, verification of goods, monitoring of activities and performance of subcontractors
• Develop appropriate contract management tools, guidelines and manuals for standardization and knowledge sharing purposes
• Prepare Contracts, Amendments, and requests for contract awards and/or waivers for accumulated procurement values ensuring that all specifications, terms and conditions are clear and correct
• Establish and monitor Framework Agreements (FWA) for administrative & logistics functions like hotel accommodation, air ticketing, vehicle servicing, fuel, internet etc.
• Warehouse and Distribution Management
• Provide technical support to the Logistics Officers – Distribution Stores and Administrative Assistant in maintaining and upholding ALIGHT warehouse management procedures and guidelines and donor regulations
• Tracking stock, maintaining receipt, warehousing/storage, and distribution operations information by maintaining update databases, records, stock cards, GRN’s, way bills and distribution reports.
• Controls inventory levels by conducting periodic physical stock counts; reconciling with data storage system. Keep all inventory records up to date as per donor & ALIGHT requirement to ensure value for money
• Safeguards warehouse operations and contents by establishing and monitoring security procedures and protocols. Ensure adequate safety, security and cleanliness of items and stores/warehouse facilities at all times.
• Provide supervisory support to Admin Officer / Assistant at Country Office – Kampala who manages warehouse operations by scheduling and assigning tasks and following up on work results.
• Plan and coordinate distribution of program supplies from transit store at Country Office to all field offices in a timely manner to ensure minimum stock holding costs and create ample storage space. Oversee the distribution, dispatch and transportation of items to staff at the country office and regions
• Oversee and guide the payment handling process of invoices while checking documents for completeness of codes, tracking and up to date filing of all invoices before submission to finance.
• Ensure periodic monthly reports and warehouse trackers are regularly prepared and submitted for accountability.

Transport & Fleet Management

• Coordinate and plan weekly/daily movements of vehicles based on weekly transport requests forwarded by the requesters and ensure that sufficient planning and coordination of vehicle movements is in place and adhered to by all requesters.
• Liaise closely with the Fleet team personals to ensure professional and cost effective coordination of vehicle movements within the Field Offices as well as to Kampala and back
• Ensure that vehicles are properly maintained and serviced in a timely fashion in coordination with field operations / logistics or Head Driver of Kampala.
• Responsible for ensuring that daily and weekly vehicle safety checks are carried out and relevant records kept with the checklists involved and filed appropriately.
• Ensure that all documents and records related to the vehicles exist in each vehicle’s file along with weekly/monthly reports and any other paper related to the vehicle or vehicle operation are maintained.
• Receive reports of accidents, take appropriate action together with the line manager and make assessments of damage and subsequent action to be taken in consultation with the Operations / Logistics Officer and or Head Driver, regarding repairs and insurance claims.

Asset Management

• Ensure that the Asset and Inventory Registers for all ALIGHT offices are up to date and that all procedures and regulations as stated in the Asset Management Guidelines are adhered to in assets and inventory management.
• Work in close cooperation with the Operations / Logistics Officers in all offices to ensure appropriate documentation and authorisation for transfers, donations and disposal of assets.
• Supervise the usage and organise the cost – effective maintenance of office equipment and coordinate with the Operations / Logistics Officers, wherever necessary.

People Management

• Lead, motivate, and manage procurement and supply chain staff to fulfill their responsibilities/duties.
• Conduct staff’s performance review as per performance management policy and support in development of human capital.
• Ensure job descriptions are shared and updated periodically with logistics and administrative staffs.
• Identifying fraud and corruption red flags and addresses in timely manner and report to line manager.
• Provide logistic trainings, policy refreshers, coaching and remote guidance to the staffs as needed.
• Conduct orientation of new staff on ALIGHT Operations Manual (Logistics and Administration).
• Perform any other duties assigned to you.

Qualifications, Skills and Experience:

• The ideal candidate must hold a Bachelor’s degree in Procurement and Logistics Management /or Operations, Business administration, International trade, Commerce, Development Studies, or related field.
• Certification in professional courses such as CIPS, CILT, etc will be an added advantage.
• At least five (5) years of work experience with development or relief organizations working in complex emergency situations and/or development settings.
• Familiarity with private, UN, US government and multilateral donor Logistics requirements and working.
• High proficiency in reading, writing and speaking English; also proficiency in the use of computers and standard application, including use of Information Management Systems (IMS).
• Strong analytical, written and verbal skills
• High level of integrity, accountability and personal ethic
• Good interpersonal skills; ability and inclination to work in/with teams
• High level of self-drive, discipline and desire to achieve
• A go getter requiring minimal supervision to work towards results
• Willingness to travel and stay for extended periods in remote refugee sites to support work.

How to Apply:

All suitably qualified and interested candidates apply online at the link below

Click Here

Deadline: 11^th March 2022 at 5:00pm

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