The Ugandan Jobline

• Ensure
  safety for all advising staff that driving does not take place unless
  EVERY person in the car is using their safety belt in a vehicle
• Ensure
  proper servicing, maintenance and repair of vehicles, in accordance with
  DRC/DDG standards. Any irregularities should be reported to the Supervisor
• Ensure
  records are kept for mileage driven/fuel added and the vehicle log book
  maintained, including for rented vehicles.
• Fuel
  consumption tracking and reporting implemented and responsibility
  for/supervision of fuelling at all times
• Keenly
  verify the planning & car’s preparation/readiness for all movements:
  Ensure that all the safety equipment (a safety belt for each seat, one
  binder with emergency contact, one first aid box and one fire
  extinguisher) is in place and working as described in any vehicle, rented
  or DRC/DDG owned.

• Organise
  the reception/shipment of all cargo to/from the Adjumani by the agreed
  means of transportation (air/road depending on the location) including all
  needed external procedures
• Collaborate
  with Logistics staff in Kampala and other offices to organise transport of
  goods between sites as necessary

• Keep
  updated the list of all assets (investment materials) present in the
  location with all requested information (brand, model, SN, reference of
  reception’s documents, condition)
• Ensure
  that asset forms are completed for new assets and the inventory list
  updated
• Ensure
  updated inventory lists are sent to Kampala office on a monthly basis
• Ensure
  the proper protection, use, maintenance and storage condition of all
  equipment
• Facilitate
  the repairs of all equipment as required by the Supervisor

• Implement
  the agreed energy setup for the DRC/DDG structures & ensure their
  correct operation
• Ensure
  a permanent functioning electrical supply through city power and generator
  backups through hardware maintenance procedures, including ensuring a
  minimum stock of fuel and electricity bills paid in good time.
• Implement
  a regular and thorough service maintenance and care system of energy setup
  as stipulated by DRC/DDG standards
• Follow
  up and report in fuel and spare part consumption, observing and reporting
  irregularities
• Monitor
  the electrical consumption, and good use/safety of electrical outlets
• Train
  guards and other staff to ensure high quality operation, maintenance and
  care of energy setup and assets
• Maintenance
  of all air conditioners installed at DRC/DDG structures, and all other
  electrical appliances
• Ensure
  that there is always sufficient supply of cooking gas

• Supervise
  and arrange all maintenance and repairs for DRC/DDG premises (office,
  warehouse and guesthouses) and equipment therein, ensuring they are
  compliant with MOSS standards
• Prepare
  and negotiate contract conditions with contractors
• Closely
  work with engineering staffs to supervise the professional workers hired
  for structures repairs as contracted and approved by the supervisor
• Maintain
  and update a network of skilled contractors, such as electricians, constructors,
  carpenters.

• Responsible
  for all Procurement processes at Adjumani field office level and ensuring
  they are effectively and efficiently managed in conformity with DRC/DDG
  guidelines and procedures;
• Ensure
  that all procurement activities are initiated by an Order
  Request/procurement plan; and that all order requests submitted to
  logistics department are process in a timely manner to meet up with the
  requested delivery date.
• Ensure
  that the appropriate procurement procedures are utilized for all Order
  requests based on the threshold of the cost involve.
• Assist
  the team members in the preparation of the orders when needed
• Keep
  a tight control on the numbering of all orders & on the filing system
  in general
• Liaise
  with Kampala and DRC/DDG Arua field offices in monitoring prices of
  regularly used materials/items; and provide updates to price listing to
  program staffs to guide order request preparation
• Give
  regular feedback to all “requesters” regarding the expected date
  of supply of their requests
• Ensure
  that procurement and expenditures comply with accounting policies of
  donors an
• DRC/DDG
  standards in Operations Handbook
• Review
  accountabilities and approvals for operational advances and payments, and
  recommend action as needed, including checking and closing advances on a
  daily basis
• Maintain
  an accurate record of all logistical activities, including ensuring that
  the procurement binder, including all supporting documentation, is updated
  every month
• Ensure
  the correct authorization procedures at every step of the process i.e.
  documents signature, budget management, quality control for incoming
  goods, payments

• Supervise,
  train, and if needed be able to replace, the store keeper in the
  management of the stocks and the supply procedures
• Ensure
  accurate follow up of all movements of items in & out the warehouse
  (stock cards, store ledger, electronic stock reporting)
• Ensure
  periodic physical inventories & stock reports take place with
  appropriate supervision and counter-signing
• Ensure
  DRC/DDG standard storage condition i.e. cleanliness, access, storage
  conditions, good organization, storage compatibility, security–gates,
  doors
• Responsible
  for all issues related to field logistics and warehousing, inclusive of
  release/receipt of field equipment and filling out Goods Received Notes
  and Waybill
• Monitor
  stock balances and advise the Program staffs on shortages according to
  minimum stock requirements.
• Ensure
  that all items are controlled and accounted for in stock reports.
• Conduct
  a monthly physical inventory of all stock inclusive of spare parts and
  consumable items.

• Manage
  the team under their responsibility – DRC/DDG staff or any other
  partner/contracted persons- and ensure a continuous atmosphere of learning
  and training to all staff involved in logistic activity so that the
  quality of the work improves on all levels.
• Ensure
  team under supervision are aware of their responsibilities and are trained
  in and implementing the correct procedures
• Coordinate
  logistic staff schedules and holidays in order to minimize disruption to
  the activities
• Participate
  in regular meetings with the Logistics team to ensure priorities are met
• Provide
  guidance and leadership for those under supervision, assessing need for
  further competency development and provide more targeted training/guidance
  where needed
• Brief
  all new person in the team on DRC logistic and procurement procedures

• Make
  sure that a master Procurement Table is prepared and maintained for each
  project
• Contributes
  to the monthly Area report through the Area Program Manager by preparing
  the regular reports and updates on following logistical activities:
• Order
  Request/Payment Tracker (on a weekly basis)
• Procurement
  tracker (on a weekly basis)
• Warehouse
  Stock report (on a monthly basis)

• The
  ideal candidate for the Danish Refugee Council (DRC) Procurement and
  Logistics Officer job placement should hold a Bachelor’s degree in
  Procurement & Logistics Management or the equivalent.
• Three
  years of experience preferably working in a busy organization and well versed
  with NGO’s values.
• Excellent
  communication in English both written and oral.
• Excellent
  interpersonal skills and ability to work with minimum supervision
• Computer
  literate (MS word & excel and other accounting software

• A cover letter (1 page) in which you
  explain why you are interested in the position and how you meet the
  qualities and qualifications criteria
• Concise and accurate CV (maximum 3
  pages). The CV should include information about your qualification,
  relevant training courses, Work experience, name and contact details of 3
  relevant references.

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