Job Title: Operations Support Officer (Fresher Jobs) Organisation: Prudential Uganda Duty…
Logistics and Procurement Officer NGO Jobs – Mercy Corps
Job Title: Logistics and Procurement Officer
Organisation: Mercy Corps
Duty Station: Uganda
Reports to: Senior Operations Manager
About US:
Mercy Corps is
an international non-profit organization which implements high-quality,
analytical development programmes in very difficult places. Mercy Corps has
been operating in Uganda since 2006. It has and continues to implement programs
in Acholi and Karamoja sub regions. Mercy Corps is taking a community-led,
market driven approach to address poverty and food insecurity needs through
interventions that get to the root causes and contributing factors of economic
vulnerability. Donors include the United States Agency for International
Development (USAID), the European Commission (EC), United States Department of
Agriculture (USDA) and Swiss Development Cooperation (SDC).
an international non-profit organization which implements high-quality,
analytical development programmes in very difficult places. Mercy Corps has
been operating in Uganda since 2006. It has and continues to implement programs
in Acholi and Karamoja sub regions. Mercy Corps is taking a community-led,
market driven approach to address poverty and food insecurity needs through
interventions that get to the root causes and contributing factors of economic
vulnerability. Donors include the United States Agency for International
Development (USAID), the European Commission (EC), United States Department of
Agriculture (USDA) and Swiss Development Cooperation (SDC).
Job Summary: The Logistics
and Procurement Officer will be responsible for the overall Procurement,
Administration & Logistics management of the Office. The incumbent will
take charge of office operations department and ensure that all programs in the
field are fully supported timely and accurately with all logistics needs.
He/she is the key person for all Operations arrangements and coordination.
and Procurement Officer will be responsible for the overall Procurement,
Administration & Logistics management of the Office. The incumbent will
take charge of office operations department and ensure that all programs in the
field are fully supported timely and accurately with all logistics needs.
He/she is the key person for all Operations arrangements and coordination.
Key Duties and Responsibilities:
1.
Procurement:
Procurement:
·
Has a full understanding of MC procurement policies
and formats. Provide training to staff on these policies;
Has a full understanding of MC procurement policies
and formats. Provide training to staff on these policies;
·
The incumbent will eEnforce proper use of
procurement ceilings and approval procedures.
The incumbent will eEnforce proper use of
procurement ceilings and approval procedures.
·
Ensure that Mercy Corps’ procurement activities are
legal and moral.
Ensure that Mercy Corps’ procurement activities are
legal and moral.
·
The jobholder will support Program and Operational
personnel in regular procurement planning meetings.
The jobholder will support Program and Operational
personnel in regular procurement planning meetings.
·
Obtain quotations and bids from the market for PRs
as per Mercy Corps standards and formats;
Obtain quotations and bids from the market for PRs
as per Mercy Corps standards and formats;
·
Regularly interact with contractors, in coordination
with the Program.
Regularly interact with contractors, in coordination
with the Program.
·
Ensures that the required documentation of supplies
and transactions are completed to MC standards.
Ensures that the required documentation of supplies
and transactions are completed to MC standards.
·
Work closely with the Finance Department to ensure
that payments to vendors are made on-time and without any unnecessary strain on
the financial systems of MC
Work closely with the Finance Department to ensure
that payments to vendors are made on-time and without any unnecessary strain on
the financial systems of MC
·
Ensure that purchase status and completed purchases
reports using the Ongoing PR Masterlist and PR Master list are updated
regularly and reported to the supervisor on weekly basis.
Ensure that purchase status and completed purchases
reports using the Ongoing PR Masterlist and PR Master list are updated
regularly and reported to the supervisor on weekly basis.
·
Plan goods delivery to MC offices and/or Project
sites in accordance to the needs, while minimizing cost and taking in to account
effects of seasonal rains.
Plan goods delivery to MC offices and/or Project
sites in accordance to the needs, while minimizing cost and taking in to account
effects of seasonal rains.
·
Maintain strict adherence to MC and relevant donor
procurement, warehouse policies and procedures.
Maintain strict adherence to MC and relevant donor
procurement, warehouse policies and procedures.
·
Prepare for receipt of goods purchased for office or
programmatic activities at Moroto office (considering the need for segregation
of duties in the process
Prepare for receipt of goods purchased for office or
programmatic activities at Moroto office (considering the need for segregation
of duties in the process
·
All other activities to ensure the smooth and
consistent delivery of goods and supplies to offices and/or distributions
points
All other activities to ensure the smooth and
consistent delivery of goods and supplies to offices and/or distributions
points
2.
Fleet Management:
Fleet Management:
·
Reads and has a clear understanding of the Mercy
Corps Fleet Management procedures.
Reads and has a clear understanding of the Mercy
Corps Fleet Management procedures.
·
The job holder will ensure that all vehicles are
safe and road-worth and that all vehicles have proper on-board vehicle
documentation. Maintain administrative vehicle files for each vehicle.
The job holder will ensure that all vehicles are
safe and road-worth and that all vehicles have proper on-board vehicle
documentation. Maintain administrative vehicle files for each vehicle.
·
Continuous tracking of vehicle log-sheets;
responsible for monthly compilation of fuel consumptions.
Continuous tracking of vehicle log-sheets;
responsible for monthly compilation of fuel consumptions.
·
Schedule vehicle use to meet programmatic and
operational needs. Maintain vehicle movement board daily. Oversee and ensure
proper use of the vehicles.
Schedule vehicle use to meet programmatic and
operational needs. Maintain vehicle movement board daily. Oversee and ensure
proper use of the vehicles.
·
Manage fuel consumption purchase and tracking
including coordination with gas station(s)
Manage fuel consumption purchase and tracking
including coordination with gas station(s)
·
Organize cleaning of vehicles and motorcycles.
Organize cleaning of vehicles and motorcycles.
·
Organize regular service schedules for vehicles and
maintain service schedule files.
Organize regular service schedules for vehicles and
maintain service schedule files.
·
Ensure major repairs are done in a timely manner.
Ensure major repairs are done in a timely manner.
·
Keenly track vehicle expenses in accordance with the
respective procurement policy.
Keenly track vehicle expenses in accordance with the
respective procurement policy.
·
File Monthly Vehicle Consumables sheet for each
vehicle separately.
File Monthly Vehicle Consumables sheet for each
vehicle separately.
·
Manage drivers’ leave schedules ensuring smooth
operation of the fleet.
Manage drivers’ leave schedules ensuring smooth
operation of the fleet.
·
Ensure drivers are licensed and trained. Participate
in hiring and disciplinary measures for drivers.
Ensure drivers are licensed and trained. Participate
in hiring and disciplinary measures for drivers.
·
Coordinate with drivers to ensure regular vehicle
communications is in place.
Coordinate with drivers to ensure regular vehicle
communications is in place.
·
Ensure security measures for vehicles such as
parking, storage of keys, emergency supplies, etc.
Ensure security measures for vehicles such as
parking, storage of keys, emergency supplies, etc.
·
Ensure that security incident reports are completed
and filed including all vehicles’ related incidents).
Ensure that security incident reports are completed
and filed including all vehicles’ related incidents).
·
Ensure that accident reports are completed and
filed.
Ensure that accident reports are completed and
filed.
·
Responsible for oversight of vehicle rentals
including tracking of leases and payments.
Responsible for oversight of vehicle rentals
including tracking of leases and payments.
3.
Administration:
Administration:
·
Manage the smooth flowing of routine, administrative
work of Mercy Corps office
Manage the smooth flowing of routine, administrative
work of Mercy Corps office
·
Ensure office and personnel policies are in
compliance with Mercy Corps Field Administration Manual and National Staff
Policy Handbook.
Ensure office and personnel policies are in
compliance with Mercy Corps Field Administration Manual and National Staff
Policy Handbook.
·
Ensure adherence to all Mercy Corps administrative
procedures by support staff.
Ensure adherence to all Mercy Corps administrative
procedures by support staff.
·
Ensure proper functioning and maintenance of the
office equipment and other facilities;
Ensure proper functioning and maintenance of the
office equipment and other facilities;
·
Along with Program Manager/Director and HR, oversee
maintenance of personnel files for the base office and ensuring leave records
of all staff are properly maintained and updated.
Along with Program Manager/Director and HR, oversee
maintenance of personnel files for the base office and ensuring leave records
of all staff are properly maintained and updated.
·
Assist, as required, with coordination of
administrative duties in other Mercy Corps Offices
Assist, as required, with coordination of
administrative duties in other Mercy Corps Offices
·
Work closely with government agencies as directed by
Program Director.
Work closely with government agencies as directed by
Program Director.
·
Actively participate in disciplinary actions, hiring
and termination meetings with program staff upon request;
Actively participate in disciplinary actions, hiring
and termination meetings with program staff upon request;
·
Maintain confidentiality of all national staff
personnel issues including disciplinary procedures and contracts
Maintain confidentiality of all national staff
personnel issues including disciplinary procedures and contracts
·
Attend coordination meetings as discussed and agreed
upon by supervisor;
Attend coordination meetings as discussed and agreed
upon by supervisor;
·
Ensure adherence to Mercy Corps national staff
policies by all staff;
Ensure adherence to Mercy Corps national staff
policies by all staff;
·
Render support in conducting or arranging for
trainings and/or other human resource development activities.
Render support in conducting or arranging for
trainings and/or other human resource development activities.
4.
File Maintenance: Ensure that all logistics and operations files must
be clearly maintained. These files must always be updated, organized, clearly
marked, and complete. These will include, but will not be limited to:
File Maintenance: Ensure that all logistics and operations files must
be clearly maintained. These files must always be updated, organized, clearly
marked, and complete. These will include, but will not be limited to:
·
Manuals documentation, receipts and other important
documents
Manuals documentation, receipts and other important
documents
·
Copies of goods received notes for all procured
items purchased in Kampala or other offices
Copies of goods received notes for all procured
items purchased in Kampala or other offices
·
All vehicles’ files must be properly and clearly
filed at all time and easily accessible
All vehicles’ files must be properly and clearly
filed at all time and easily accessible
·
All incidents or related reports are captured and
properly filed
All incidents or related reports are captured and
properly filed
·
Prepare and file other reports as necessary.
Prepare and file other reports as necessary.
5.
Others:
Others:
·
Mentor and supervise the guards, drivers, office
Assistant on the day to day activities and report to the Supervisor any
incidents as soon as they happen.
Mentor and supervise the guards, drivers, office
Assistant on the day to day activities and report to the Supervisor any
incidents as soon as they happen.
·
Maintain contact with partners (NGO partners and
others) to ensure smooth coordination of Logistics, Security and transportation
activities.
Maintain contact with partners (NGO partners and
others) to ensure smooth coordination of Logistics, Security and transportation
activities.
·
Carry out himself/herself both professionally and
personally in such a manner as to bring credit to Mercy Corps.
Carry out himself/herself both professionally and
personally in such a manner as to bring credit to Mercy Corps.
·
Perform other tasks as requested and needed by Mercy
Corps Operations
Perform other tasks as requested and needed by Mercy
Corps Operations
Qualifications, Skills and Experience:
·
The ideal candidate for this Mercy Corps Logistics and
Procurement Officer opportunity should preferably hold a BA/S in Logistics,
Procurement Management, Business Administration or any relevant business field.
The ideal candidate for this Mercy Corps Logistics and
Procurement Officer opportunity should preferably hold a BA/S in Logistics,
Procurement Management, Business Administration or any relevant business field.
·
At least three to five years’ experience in
Procurement, Logistics and Administration required.
At least three to five years’ experience in
Procurement, Logistics and Administration required.
·
Past supervisory experience
Past supervisory experience
·
Excellent computer and communication skills
Excellent computer and communication skills
·
Past exposure and experience with Donor funded
project implementation, administration, and compliance of US Government,
ECHO/EC, UN, private foundation, and corporate grants, and related projects.
Past exposure and experience with Donor funded
project implementation, administration, and compliance of US Government,
ECHO/EC, UN, private foundation, and corporate grants, and related projects.
·
Be a strong team player, with good communication and
diplomatic skills.
Be a strong team player, with good communication and
diplomatic skills.
·
Possess excellent analytical and information
management skills.
Possess excellent analytical and information
management skills.
·
Strong organizational skills and ability to work
under stress and in remote locations.
Strong organizational skills and ability to work
under stress and in remote locations.
·
Be flexible and creative in planning and problem
solving.
Be flexible and creative in planning and problem
solving.
How to Apply:
All suitably
qualified and interested candidates should send their E-mail applications
including a cover letter clearly stating the salary requirements, updated CV
(with three professional referees), and copies of academic
qualifications/certificates to the HR/Admin Manager, Kampala Head Office on 4th
Floor Embassy Plaza, Plot 1188-1190 Ggaba Road. The E-mail applications with cover
letter should be sent to: mcjobs@ug.mercycorps.org
qualified and interested candidates should send their E-mail applications
including a cover letter clearly stating the salary requirements, updated CV
(with three professional referees), and copies of academic
qualifications/certificates to the HR/Admin Manager, Kampala Head Office on 4th
Floor Embassy Plaza, Plot 1188-1190 Ggaba Road. The E-mail applications with cover
letter should be sent to: mcjobs@ug.mercycorps.org
Deadline:
11th December 2015
11th December 2015
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