03 July 2017

Logistics Manager Non-profit Careers - Handicap International

Job Title:    Logistics Manager
Organisation: Handicap International
Location: Kampala, Uganda
Reports to: Logistics Coordinator

About Handicap:
Handicap International is an independent and impartial international aid organisation working in situations of poverty and exclusion, conflict and disaster. Working alongside persons with disabilities and other vulnerable groups, our action and testimony are focused on responding to their essential needs, improving their living conditions and promoting respect for their dignity and their fundamental rights. It has no religious or political affiliation. It operates as a federation made up of a network of associations that provide it with human and financial resources, manage its projects and implement its actions and social mission.

Job Summary: The Logistics Manager will be responsible for logistical support to HI activities in Kampala and the follow up of all HI procedures.  The jobholder will be the focal point for all logistical aspects in Kampala.  The incumbent will also ensure the respect of HI procedures, train and support logistics team on the same such as: Fleet management, Purchases and stock management, Premises management, IT, Equipment follow-up. The jobholder will also ensure the respect of all HI procedures (Human Resources, Administration relative to Logistic, Logistics and Security) with the staff under his responsibility. The incumbent will provide timely logistical support and advice to project staff to ensure a smooth project implementation.

Key Duties and Responsibilities:  
Team management:
  • Ensure the daily management of your team (leaves, attendance, meeting, weekly objectives);
  • Ensure conflict resolution (personal and professional) within your team and inform the Senior Team Manager and Logistic Coordinator for any issue;
  • Carry out disciplinary measures if necessary according to the internal regulation and in collaboration with your manager;
  • Ensure the HR management of your team (recruitment, JD, introduction brief, individual follow up, appraisals)
Recruitment: ensure the recruitment of your team according to HI HR rules in cooperation with Logistic Coordinator
Purchase Management:
  • Ensure the respect of HI purchase procedure, arrange training if needed;
  • Implement procurement procedures for the project and organize the different stages in the local purchasing of goods and services : market surveys, ordering, monitoring, receipt, conformity checks
  • Organize the planning of the purchases and define the priorities of the items needed by the applicants to orientate the work of your team;
  • Ensure that the purchases meet the needs, cost, quality & delivery time requirements, having in mind quality and sustainability of the purchased items;
  • Control the quantities ordered and received and quality compliance with the support of the applicant if needed;
  • Ensure a regular and smooth communication with the Administrative department to prepare the supplier payments, documents hand-over and expenses follow-up  
  • Ensure professional relationships with suppliers;
  • Ensure that the archiving of these documents is clear and ready for external audits;
Stocks Management:
  • Ensure the respect and understanding of HI  stock management procedure and tools;
  • Ensure inventories are done regularly (weekly, monthly) for the different items stored within the mission (projects and logistic items), and ensure it is spread to the programs
  • Ensure optimal storage conditions;
  • Crosscheck regularly the data between deliveries from warehouse and projects data (delivery note) and support the project team on the reconciliation process between the items delivered to the partners and the donation certificates received, ensure that the documents are matching
Vehicle management and movements:
  • Ensure the respect of HI vehicle management procedure; log books, use of the vehicles.
  • Ensure regular maintenance of different vehicles together with car rental company;
  • Ensure that the monthly fleet database follow-up is properly and accurately filled out;
  • Ensure the respect of Fleet Management rules (including security rules applicable to vehicle movements) and that the related tools are properly used (Movement Plan, Log Books);
  • Ensure that fuel consumption report is done regularly, cross-check the data 5.    IT and equipment management:
  • Ensure the security and the accurate follow up of the equipment used on the mission (identification, inventory, affectation, equipment files)
  • Inform and sensitize the user of their responsibility, including signing for material
  • Train (or supervise the training) users on how to properly use the equipment if needed;
  • Responsible of installation and performing minor repairs to hardware, software, and peripheral equipment, following design or installation specifications
  • Ensure a regular maintenance of equipment for the whole office, with internal or external actors;
 Premises Management:
  • Ensure the adequate maintenance of accommodations, office and the compound;
  • Ensure the supply of energy and water in the premises as well as other running costs;
  • Ensure that premises meet the minimum safety and security requirements for instance security light, fire extinguisher, fence... material is good working order and applicable with the context
  • Ensure the premises are in accordance with HI standards in collaboration with the Logistics Coordinator.
Training / Reporting:
  • Mentor and train the staff under your supervision on HI procedures and tools
  • Report on a monthly basis, inventories, follow up tools (TSA, EMC, VFU) and narrative to the Logistic Coordinator;

Qualifications, Skills and Experience:
  • The ideal candidate for the Handicap International Logistics Manager job opportunity should hold a professional diploma or university degree in a Logistics field
  • One year of experience in a similar position
  • Previous experience with an NGO
  • Previous experience in emergency response is appreciated
  • Computer literacy skills i.e. Advanced IT knowledge (hardware and software, Microsoft Office, Internet)
  • Knowledge of international humanitarian response and development work
  • Excellent written and spoken English
  • Ability to work in an inter cultural environment
  • Flexibility Responsive, motivated, good communicator
  • Ability to work under pressure
  • Good management skills
  • Personal qualities: Calm, structured and organized.

How to Apply:
All suitably qualified and interested candidates should send an updated CV (3 pages max, including three professional references) and send an email with a cover letter to the HR coordinator: job.uganda@handicap-international-ug.org

Deadline: Sunday 9th July 2017


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