The Ugandan Jobline

Job Title:   Logistics Officer (3 Job
Placements) 

Organization:  Humanity
& Inclusion (Handicap International Federation)

Duty Station:   Nakivale,
Kyaka II and Kyangwali, Uganda

Reports to: Country
Logistics Manager

Gross Salary:
UGX. 2,208,949

About US:

Handicap
International Federation (operating under the name Humanity & Inclusion) is
an independent and impartial aid and development organisation working in
situations of poverty and exclusion, conflict and disaster. We work alongside
disabled and vulnerable people to help meet their essential needs, improve
their living conditions and promote respect for their dignity and fundamental
rights.

Job Summary: Under
the supervision of Country Logistics Manager and in direct coordination with
Logistics Teams, the job holder manages the Base’s logistics in compliance with
Handicap International (operating under the name Humanity & Inclusion)
internal framework and institutional donor regulations so as to ensure on-going
logistical support for the activities developed.

Key Duties and Responsibilities:

Steering the Base’s
logistics management

·       
Define
and apply logistics procedures for the supply chain (purchase, stock,
transport), equipment, vehicle fleets, power supply and telecommunications, in
compliance with the legal framework and internal and donor regulations

·       
Ensure
proper update and availbility of all the logistics monitoring tools

·       
Ensure
regular internal controls in link to the implementation of logistics procedures

·       
Train
Base teams in HI and donor logistics procedures and in the logistics
regulations applying to the programme and to partners, in compliance with the
legal framework

·       
Support
project teams in the training and monitoring of partners with regard to the
implementation of logistics procedures

·       
Ensure
checks are conducted on partners’ logistics processes

·       
Ensure
the filing and archiving of logistics documents

Planning and
guaranteeing efficient supply chain management

·       
Participate
in the drafting of the supply and the resource plan per project

·       
In
liaison with the Field Coordinator and Logistics Department, define (adapted
procedure) and supervise the Base’s supply procedures in compliance with
internal and donor regulations and legal requirements

·       
Oversee
the transport of merchandise

·       
Ensure
the monitoring of Purchase and Service Requests and check purchase files

·       
Ensure
the reception of merchandise and the delivery of material to requesting parties

·       
Assist
with the drafting of donor reports and preparing for audits  on aspects concerning supply

·       
Draw up
contracts for suppliers and service providers and manage, archive and monitor
suppliers and service providers

·       
Ensuring
the filing and archiving of files, contracts and documentation associated to
the procurement.

Supervising the
management and use of the vehicle fleet and other means of transport in
compliance with internal regulations and the security plan

·       
In
liaison with the Field Coordinator, define the Base’s transport needs

·       
Organize
the Weekly Movement Plan and any other transportation means shared by the
different departments in liaison with the Field Coordinator and Logistics
Kampala.

·       
Make
sure Vehicle management rules for the use of Fleets are in compliance with the
country regulations and the program security and safety procedures available
within the mission.

·       
Organise/ensure
the organisation of the above vehicles’ allocation and availability

·       
Undertake
the following tasks and record them in the vehicle monitoring table:

·       
Optimal
vehicle maintenance

·       
Monitoring
and checking vehicle use and consumption

·       
Managing
the vehicles’ fuel supply

·       
Daily
and Weekly Checking performed by Drivers before departing to the field

·       
Ensure
Safety and Security of the Fleets parking place

·       
Communicate
any incident linked to fleet management, fleet break down, consumption, repair
needs, accidents…etc in respect to the communication channel

·       
Ensuring
the filing and archiving of files, contracts and documentation associated with
vehicles and transport

Managing technical
equipment

·       
Provide
Staff with the proper equipments needs in link to the equipment policy.

·       
Ensure
update of monitor Equipment Monitoring Charts (EMC); ensure the reliability of
the data they contain and the filing and archiving of documents pertaining to
them

·       
Liaise
with the Programme Finance Unit on the localisation of fixed assets and their
monitoring in the EMC

·       
Make
sure all entries and withdrawals for each equipment group are updated in the
EMC

·       
Undertake
regular physical inventories and send them to head office in compliance with
deadlines

·       
Ensure
the installation, maintenance, monitoring and traceability of equipment
(computer, power-supply, communication, etc.)

·       
Check
the Technology Charter is properly applied and monitor email and internet
access

·       
Train
programme staff on how to handle equipment and draft procedures for use

·       
Assist
with drafting donors’ financial reports, funding proposals and budgets/budget
revisions for aspects concerning equipment management

·       
Ensuring
the filing and archiving of files, contracts and documentation associated with
the equipment management

Managing/overseeing
the management of general services offices and storage facilities

·       
Guarantee
proper physical management of stocks and storage premises 

·       
Ensure
stock management are in link with HI and Donor procedures and regulations.

·       
Identify
and anticipate programme needs for premises

·       
Follow
the procedures set in place by HI for the identification and search for
premises in link to the availability of budget, and the security and safety
procedures.

·       
Manage
the fitting out, upkeep and maintenance of premises

·       
Analyse
insurance coverage options and contact insurance companies

·       
Monitor
and follow the premises’ utility contract costs (water, electricity, etc.)

·       
Ensure
the premises are secure (locking systems, watchmen, first aid kits,
extinguishers)

·       
Manage
the logistical organisation of project seminars and training

·       
Ensuring
the filing and archiving of files, contracts and documentation associated with
the premise management.

Participating in
the analysis and implementation of the programme’s security rules

·       
Bring
all security information collected that he/she is aware of to the attention of
his/her line manager

·       
Monitor
the programme risks

·       
Circulate
information concerning the security of travel, equipment and premises within
the programme

·       
Secure
and render visible the premises, vehicles, equipment and individuals as set out
in the security rules

Respect of HI
identity, rules and policies

·       
Know,
understand, apply and respect HI code of conduct and ethics, HI mandate and
values, HI rules and operating procedure, HI policies (child protection policy,
policy and mechanism for the prevention of and fight against bribery, the
protection of beneficiaries from sexual exploitation and abuse policy) and make
sure they are known, understood, applied and respected by its team

·       
Know,
understand, apply and respect HI security rules and make sure they are known,
understood and applied by her/his team

·       
Regular
refresher trainings are organized

Qualifications, Skills and Experience:

·       
The ideal
candidate for the Handicap International Logistics Officer job must hold a Bachelor’s
Degree in Transport and Logistics, Supply Chain Management or any other
relevant degree with proven experience in Logistics and Supply Chain
Management.

·       
A
minimum of three (3) years’ practical experience in Logistics and supply chain
management

·       
Proven
experience Managing the supply chain process

·       
Proven
experience in Stock management

·       
Proven
experience in general services management and Management of technical equipment

·       
Proven experience
in Vehicles management.

Competencies and Skills

·       
Contracts
Management

·       
Legal
knowledge of civil and commercial law (contracts)

·       
Organizational
skills

·       
Team
Player and Multi-tasking

·       
Decision
Making and Communication

·       
Innovative
and Problem solving

Condition:

Starting Date: As
soon as possible

Length of contract:
07 months

How to Apply:

All candidates that
are qualified should send an updated CV (3 pages max, including three
professional referees current and/or past line managers) with a cover letter to
HR department at recruitment@uganda.hi.org 
indicating the position applied for and preferred duty station

Deadline: Sunday, 17th May 2020 by 3:00pm

NB: Humanity
and Inclusion is an Equal Opportunity Employer, we encourage females and
persons with disabilities to apply to become a part of our organization. HI
staff must adhere to the values and principles outlined in the Code of Conduct.
In accordance with these values, HI operates and enforces policies on
Beneficiary Protection from Sexual Exploitation and Abuse, Child Safeguarding,
Anti-fraud, bribery, and corruption. HI does not solicit funds in exchange for
employment opportunities.

Any efforts to
influence the recruitment process will lead to automatic disqualification.

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