Job Title: Administrator Organisation: Tenza Flour Mills Ltd Duty Station: Kampala, Uganda…
Procurement and Logistics Officer Non-profit Jobs – DanChurchAid (DCA)
Job Title: Procurement and Logistics Officer
Organization: DanChurchAid
(DCA)
(DCA)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Head of Finance
About US:
DanChurchAid (DCA) is a faith-based, non-missionary relief and
development organization based in Copenhagen, Denmark and founded in 1922. DCA
has supported development and humanitarian programs in Uganda for over 35
years, working in partnership with local partners. DCA is a member of the ACT
Alliance. Our key competencies in Uganda are livelihoods and food security,
humanitarian response, and civil society development.
development organization based in Copenhagen, Denmark and founded in 1922. DCA
has supported development and humanitarian programs in Uganda for over 35
years, working in partnership with local partners. DCA is a member of the ACT
Alliance. Our key competencies in Uganda are livelihoods and food security,
humanitarian response, and civil society development.
Job Summary: The Procurement
and Logistics Officer will actively contribute to the efficient and effective
procurement, IT, security and administrative management of the DCA Great Lakes
Office, with a particular responsibility for initiating and overseeing the
Procurement and Logistical related activities, management of all projects and
programmes implemented by DCA and its partners in agreement with the Head of
Finance and the Country Director. The jobholder will provide proper filing of
documentation related to Procurement and logistics on intranet. The incumbent
will also provide training, advice and assistance to and liaise with, all the
relevant stakeholders involved in DCA programmes and projects in Uganda and the
region, to ensure the appropriate and effective use of the DCA Procurement
Manual and the efficient procurement by partners of materials required, in a
timely manner. These include cooperation and coordination with implementing
Partners, DCA Regional Office staffs, Regional Procurement Officer and DCA
Procurement & Logistics Department in Denmark. The Procurement &
Logistics Officer is a key member of the DCA GLRO finance and administrative
unit and as such, works under the daily supervision of the Head of Finance.
Further technical support and sparing is to be provided by the DCA Regional
Procurement Officer and PROLOG unit in headquarters.
and Logistics Officer will actively contribute to the efficient and effective
procurement, IT, security and administrative management of the DCA Great Lakes
Office, with a particular responsibility for initiating and overseeing the
Procurement and Logistical related activities, management of all projects and
programmes implemented by DCA and its partners in agreement with the Head of
Finance and the Country Director. The jobholder will provide proper filing of
documentation related to Procurement and logistics on intranet. The incumbent
will also provide training, advice and assistance to and liaise with, all the
relevant stakeholders involved in DCA programmes and projects in Uganda and the
region, to ensure the appropriate and effective use of the DCA Procurement
Manual and the efficient procurement by partners of materials required, in a
timely manner. These include cooperation and coordination with implementing
Partners, DCA Regional Office staffs, Regional Procurement Officer and DCA
Procurement & Logistics Department in Denmark. The Procurement &
Logistics Officer is a key member of the DCA GLRO finance and administrative
unit and as such, works under the daily supervision of the Head of Finance.
Further technical support and sparing is to be provided by the DCA Regional
Procurement Officer and PROLOG unit in headquarters.
Key Duties and
Responsibilities:
Responsibilities:
Specific Procurement & Logistics Assignments:
·
Ensure proper archiving of all DCA GLRO
documentation (Procurement files, key project
Ensure proper archiving of all DCA GLRO
documentation (Procurement files, key project
·
Ensure compliance with DCA and back-donor
Procurement policies and procedures, through adherence to the DCA Procurement
Manual, when implementing projects and all activities both for DCA and
partners.
Ensure compliance with DCA and back-donor
Procurement policies and procedures, through adherence to the DCA Procurement
Manual, when implementing projects and all activities both for DCA and
partners.
·
Provide technical input regarding timeframe,
budget line details, unit costs, etc., prior to Final Project application.
Provide technical input regarding timeframe,
budget line details, unit costs, etc., prior to Final Project application.
·
Prior to Final Project application, identify any
procurement challenges / possible need for derogation and draft the procurement
appropriate clause for inclusion in the project application
Prior to Final Project application, identify any
procurement challenges / possible need for derogation and draft the procurement
appropriate clause for inclusion in the project application
·
Prepare Procurement Plans, schedule for all
Office procurement.
Prepare Procurement Plans, schedule for all
Office procurement.
·
Provide introductory training to staff on the
basics of the DCA Procurement Manual and Stores Management (where necessary) as
required
Provide introductory training to staff on the
basics of the DCA Procurement Manual and Stores Management (where necessary) as
required
Procurement and Logistic management
Procurement
·
Ensure professional implementation e.g. through
frequent and in-depth monitoring visits, of DCA’s procurement and logistics
activities according to the DCA Procurement Manual
Ensure professional implementation e.g. through
frequent and in-depth monitoring visits, of DCA’s procurement and logistics
activities according to the DCA Procurement Manual
·
Support implementing partners in developing
Procurement Plans and Lot Breakdowns
Support implementing partners in developing
Procurement Plans and Lot Breakdowns
·
Provide procurement advice &backstopping
support to DCA partners and other relevant stakeholders
Provide procurement advice &backstopping
support to DCA partners and other relevant stakeholders
·
Build capacity of Partners, DCA Kampala, Yumbe
&Moroto Offices, sister organizations and other relevant stakeholders in
DCA Procurement Manual and donor rules
Build capacity of Partners, DCA Kampala, Yumbe
&Moroto Offices, sister organizations and other relevant stakeholders in
DCA Procurement Manual and donor rules
·
Plan and carry out procurement training
workshops for relevant stakeholders in liaison with the HOF.
Plan and carry out procurement training
workshops for relevant stakeholders in liaison with the HOF.
·
Provide inputs regarding procurement prior to
finalization of concept notes and full applications for back donor funding
Provide inputs regarding procurement prior to
finalization of concept notes and full applications for back donor funding
·
Take charge of all DCA Kampala Office
procurement needs as well as disposal of assets.
Take charge of all DCA Kampala Office
procurement needs as well as disposal of assets.
·
Ensure proper archiving of all DCA GLRO
documentation (Procurement files, key project documents, etc.)
Ensure proper archiving of all DCA GLRO
documentation (Procurement files, key project documents, etc.)
Logistics:
·
Maintain updated assets register for DCA GLRO
assets.
Maintain updated assets register for DCA GLRO
assets.
·
Develop and manage tracking systems of DCA GLRO
assets and equipment.
Develop and manage tracking systems of DCA GLRO
assets and equipment.
·
Ensure, with assistance from the Driver / Office
Assistant, state of the art fleet management for all DCA GLRO vehicles.
Ensure, with assistance from the Driver / Office
Assistant, state of the art fleet management for all DCA GLRO vehicles.
·
Provide monthly as well as ad hoc analysis re.
Fleet management (fuel consumption; cost of repairs, etc.)
Provide monthly as well as ad hoc analysis re.
Fleet management (fuel consumption; cost of repairs, etc.)
·
Participate in procurement and logistic
network(s) if relevant.
Participate in procurement and logistic
network(s) if relevant.
·
Manage flight bookings and travel arrangements/
allocation of vehicles for staff and DCA visitors
Manage flight bookings and travel arrangements/
allocation of vehicles for staff and DCA visitors
Monitoring of Procurement Activities for partners &DCA field
offices
offices
·
In discussion with the HOF (who approves), HOP,
and relevant PO and in coordination with partners, plan for field visits of the
projects including preparing ToR’s on issues to be dealt with.
In discussion with the HOF (who approves), HOP,
and relevant PO and in coordination with partners, plan for field visits of the
projects including preparing ToR’s on issues to be dealt with.
·
Conduct project and partner monitoring; capacity
building and procurement reporting / updates including expenditure
verification.
Conduct project and partner monitoring; capacity
building and procurement reporting / updates including expenditure
verification.
·
Within a maximum of 5 working days after coming
back from the field, prepare a monitoring report with observations and
recommendations to be shared with partner organization, HOP, HOF, PO and CD.
Final report uploaded on the intranet.
Within a maximum of 5 working days after coming
back from the field, prepare a monitoring report with observations and
recommendations to be shared with partner organization, HOP, HOF, PO and CD.
Final report uploaded on the intranet.
·
Bring to the notice of the HOF, HOP and PO any
matter, which might be hampering the smooth running of the project.
Bring to the notice of the HOF, HOP and PO any
matter, which might be hampering the smooth running of the project.
·
Where relevant share experiences from the
monitoring visits and partners meeting with other stakeholders i.e. other
donors of the project, ACT network, etc.
Where relevant share experiences from the
monitoring visits and partners meeting with other stakeholders i.e. other
donors of the project, ACT network, etc.
Local Area Network and IT equipment
·
Ensure that all DCA IT equipment’s and networks
(internet, Backup drive etc.) are in good working order at all times. This
entails: ensuring regular contact with IT Maintenance Company and DCA IT unit
to ensure good maintenance and cleaning of computers, updating of programmes,
including the anti-virus system.
Ensure that all DCA IT equipment’s and networks
(internet, Backup drive etc.) are in good working order at all times. This
entails: ensuring regular contact with IT Maintenance Company and DCA IT unit
to ensure good maintenance and cleaning of computers, updating of programmes,
including the anti-virus system.
·
Maintain e-mail system and addresses, as well as
a high level of internet security.
Maintain e-mail system and addresses, as well as
a high level of internet security.
·
Back up of all the DCA documents/information and
trouble-shooting support and ensure all the staff have worthy computers. All
this task can be accomplish with the help of the Office/Admin. Assistant.
Back up of all the DCA documents/information and
trouble-shooting support and ensure all the staff have worthy computers. All
this task can be accomplish with the help of the Office/Admin. Assistant.
·
Setting of computers for new staff and the
addresses.
Setting of computers for new staff and the
addresses.
Administration Duties:
·
Ensure that new staff have furniture and all the
equipment’s needed for them to conduct their day to day work.
Ensure that new staff have furniture and all the
equipment’s needed for them to conduct their day to day work.
·
Responsible for booking of accommodation for DCA
staff and visitors.
Responsible for booking of accommodation for DCA
staff and visitors.
·
Support in processing of work permits for
international staff.
Support in processing of work permits for
international staff.
·
The PRLOG officer participate in administrative
tasks as needed and ensures the back up for the Administrative Assistant or the
Office Assistant in their absence.
The PRLOG officer participate in administrative
tasks as needed and ensures the back up for the Administrative Assistant or the
Office Assistant in their absence.
General and other Specific Security tasks
·
Take charge and participate in the review and
input on the DCA security Manual and ensure update of the manual and all
appropriate SOPs associated with security
Take charge and participate in the review and
input on the DCA security Manual and ensure update of the manual and all
appropriate SOPs associated with security
·
Key focal point person on security at DCA
Key focal point person on security at DCA
·
Responsible for the security of DCA’s Data,
Assets, digital and IT and staff travel.
Responsible for the security of DCA’s Data,
Assets, digital and IT and staff travel.
·
Take active and constructive part in the
teamwork at the DCA GLOffice.
Take active and constructive part in the
teamwork at the DCA GLOffice.
·
Ensure that excellence in performance by the
partner is recognised and deviation of such cases may be brought to the
attention of the CD.
Ensure that excellence in performance by the
partner is recognised and deviation of such cases may be brought to the
attention of the CD.
·
Build and develop meaningful and effective
relationship with partners at all levels and other NGOs in Uganda and with
other people of importance to DanChurchAid’s work.
Build and develop meaningful and effective
relationship with partners at all levels and other NGOs in Uganda and with
other people of importance to DanChurchAid’s work.
·
Take active part in the discussion and
developing of the regional and country strategies, Vision and Plans etc.
Take active part in the discussion and
developing of the regional and country strategies, Vision and Plans etc.
·
Assist in building up an inventory of
consultants and capacity building institutions relevant to the work of DCA.
Assist in building up an inventory of
consultants and capacity building institutions relevant to the work of DCA.
·
Carry out your work diligently and efficiently,
respecting deadlines and other colleagues’ workload and priorities.
Carry out your work diligently and efficiently,
respecting deadlines and other colleagues’ workload and priorities.
·
When DCA GLR office receives visitors, whether
they be volunteers, journalist, politicians, consultants or others, be willing
to assist with facilitation including logistical arrangements.
When DCA GLR office receives visitors, whether
they be volunteers, journalist, politicians, consultants or others, be willing
to assist with facilitation including logistical arrangements.
·
Assist in the emergency operations of DCA and
any other duties assigned as the situation may demand
Assist in the emergency operations of DCA and
any other duties assigned as the situation may demand
Qualifications, Skills and
Experience:
Experience:
·
The applicant for the DanChurchAid (DCA)
Procurement and Logistics Officer job opportunity should preferably hold a
Bachelor’s degree in Procurement, Logistics, Supplies Management or any related
field from a recognized institution. Possession of a Masters in a relevant
field will be an added advantage.
The applicant for the DanChurchAid (DCA)
Procurement and Logistics Officer job opportunity should preferably hold a
Bachelor’s degree in Procurement, Logistics, Supplies Management or any related
field from a recognized institution. Possession of a Masters in a relevant
field will be an added advantage.
·
At least three to five years’ experience in
procurement and logistics (stock control, and distribution of goods), three
years in an INGO
At least three to five years’ experience in
procurement and logistics (stock control, and distribution of goods), three
years in an INGO
·
Clear understanding of procurement ethics and
donor compliance
Clear understanding of procurement ethics and
donor compliance
·
Experience in budget and financial management
Experience in budget and financial management
·
Strong written and oral communication skills,
excellent interpersonal, and organization skills
Strong written and oral communication skills,
excellent interpersonal, and organization skills
·
Strong negotiation, and problem solving skills
Strong negotiation, and problem solving skills
·
High level of integrity and independency
High level of integrity and independency
·
Ability to guarantee confidentiality of vendors
/suppliers’ specifications and price quotations.
Ability to guarantee confidentiality of vendors
/suppliers’ specifications and price quotations.
·
Computer skills in MS Office
Computer skills in MS Office
Personal Competencies:
Deciding and Initiating Action
·
Takes initiative, acts with confidence and works
under own direction. Makes prompt, clear decisions which may involve tough
choices or considered risks. Initiates and generates activity. Takes
responsibility for actions, projects and people.
Takes initiative, acts with confidence and works
under own direction. Makes prompt, clear decisions which may involve tough
choices or considered risks. Initiates and generates activity. Takes
responsibility for actions, projects and people.
·
Adhering to principles and values
Adhering to principles and values
·
Upholds ethics and values. Demonstrates
integrity. Promotes and defends equal opportunities, builds diverse teams.
Encourages organisational and individual responsibility towards the community
and the environment.
Upholds ethics and values. Demonstrates
integrity. Promotes and defends equal opportunities, builds diverse teams.
Encourages organisational and individual responsibility towards the community
and the environment.
Planning and Organising
·
Sets clearly defined objectives. Plans
activities and projects well in advance and takes account of possible changing
circumstances. Manages time effectively. Identifies and organises resources
needed to accomplish tasks. Monitors performance against deadlines and
milestones
Sets clearly defined objectives. Plans
activities and projects well in advance and takes account of possible changing
circumstances. Manages time effectively. Identifies and organises resources
needed to accomplish tasks. Monitors performance against deadlines and
milestones
·
Delivering Results and meeting customer
expectations
Delivering Results and meeting customer
expectations
·
Focuses on customer needs and satisfaction. Sets
high standards for quality and quantity. Monitors and maintains quality and
productivity. Works in a systematic, methodical and orderly way. Consistently
achieves project goals.
Focuses on customer needs and satisfaction. Sets
high standards for quality and quantity. Monitors and maintains quality and
productivity. Works in a systematic, methodical and orderly way. Consistently
achieves project goals.
How to Apply:
All suitably qualified and interested candidates should send their
handwritten applications with a detailed CV indicating email and phone
contacts, copies (not originals) of academic and work certificates, indicating
a minimum of three professional referees to the email below.
handwritten applications with a detailed CV indicating email and phone
contacts, copies (not originals) of academic and work certificates, indicating
a minimum of three professional referees to the email below.
E-mail to: application@ppg.co.ug
Deadline: 25th
October 2017
October 2017
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