Field Office Logistics Officer NGO Jobs – Handicap International (Humanity & Inclusion)

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Organisation: Handicap International (Humanity & Inclusion)

Duty Station: Arua, Uganda

Reports to: Field Coordinator

Starting Salary: UGX 2,208,949 monthly gross

About Us:

Handicap International (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. Handicap International is outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.

Key Duties and Responsibilities: Under the supervision of HI Field Coordinator in Arua and in direct coordination with HI Technical Unit and Operations Coordinator, the Field Office Logistics Officer will be responsible for:

Planning and guaranteeing efficient supply chain management

  • Participate in the drafting of a supply plan per project
  • In liaison with the admin/SSC, define (adapted procedure) and supervise the program’s supply procedures in compliance with internal and donor regulations and legal requirements
  • Oversee the transport of merchandise and manage customs clearance procedures
  • Manage national and international calls for tender
  • Set up and check on the regular updating of a suppliers database
  • Supervise the monitoring of Purchase and Service Requests and check purchase files
  • Supervise 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

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 admin/SSC, define the program’s transport needs
  • Define the management and user rules for vehicles and other means of transport in compliance with local legislation, the Highway Code, the program’s security rules and HI’s regulations
  • Organize/ensure the organization of the management of other transport means
  • Organize/ensure the organization 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
    • Following up on road accidents
  • Ensuring the filing and archiving of files, contracts and documentation associated with vehicles and transport

Managing technical equipment

  • Validate the choice of adapted materials in compliance with procurement procedures
  • Assist with the definition of equipment management procedures and put them in place
  • Set up and 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 Program Accounts Unit on the localization of fixed assets and their monitoring in the EMC
  • Monitor entries and withdrawals for each equipment group
  • 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 program staff on how to handle equipment and draft procedures for use
  • Assist with drafting donors’ financial reports, funding proposals and budgets revisions for aspects concerning equipment management

Managing/overseeing the management of general services (expatriate staff accommodation, offices and storage facilities

  • Set up and supervise the physical management of stocks and storage premises 
  • Set up and monitor stock management procedures
  • Identify and anticipate program needs for premises
  • Define the criteria for choosing and selecting premises
  • Search for and identify available premises
  • Manage the fitting out, upkeep and maintenance of premises
  • Analyse insurance coverage options and contact insurance companies
  • Monitor the premises’ utility contract costs (water, electricity, etc.)
  • Ensure the premises are secure (locking systems, watchmen, first aid kits, extinguishers)
  • Manage the logistical organization of project seminars and training

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

  • Bring all security information collected that he/she is aware of to the attention of his/her line manager
  • Monitor the program risks
  • Circulate information concerning the security of travel, equipment and premises within the program
  • Secure and render visible the premises, vehicles, equipment and individuals as set out in the security rules

Managing the program’s logistics team

  • Manage and lead the program’s logistics team, fix objectives and assess the staff he/she line-manages
  • Train his/her team
  • Set up communication and coordination mechanisms for his/her team
  • Manage contractual monitoring (leave, end of trial periods, etc.) of the staff he/she line-manages; if necessary, co-validate disciplinary procedures with the support services coordinator
  • Oversee his/her team’s career development: define training needs and provide guidance on professional development

Qualifications, Skills and Experience: 

  • The ideal candidate for the Handicap International (Humanity & Inclusion) Field Office Logistics Officer job must hold a Bachelor’s Degree in Logistics/Procurement and Supply Chain Management OR;  a certificate with the Chartered institute of Procurement and Supply Chain Management(CIPS) OR: a certificate in Finance
  • Three years of professional experience in an INGO at a similar position

Competencies

  • Proven experience in Managing the supply chain, Stock, Equipment, Vehicles and Merchandise transportation.
  • Autonomy in site, contracts and power supplies Management.
  • Knowledge of the drafting procurement procedure, setting up internal controls and achieving systems.

Personal Qualities

  • Ability to work under high pressure;
  • Strong interpersonal and intercultural skills
  • Excellent Computer Skills
  • Strong negotiation Skills
  • Perfect fluency in English: written and spoken and strong writing skills;

Starting Date: May 2019

How to Apply:

All suitably qualified candidates who wish to join Handicap International are encouraged to send their updated CVs (3 pages max, including three professional references) with cover letters to HR Department at recruitment@uganda.hi.org with the subject:  Application for Field Office Logistics Officer ARUA.

Deadline: 24th April 2019 by 5:00pm


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