Assistant Administration and Logistics Coordinator International NGO Jobs – Restless Development

Organization: Restless
Duty Station:
Kampala, Uganda
Reports to: Senior
Finance and Administration Coordinator
Salary: UGX
34,149,393 gross per annum
About US:
Restless Development
(Uganda) is an International NGO established to address the challenges faced by
young people in Uganda by placing young people at the forefront of change and
development. Our vision is for all Ugandan youth to live healthy and productive
lives, fully supported by those around them. Our programming focuses on three
core areas: youth sexual and reproductive health and rights, youth civic
participation and youth employment and livelihoods.
Job Summary: The Assistant Administration and Logistics Coordinator will provide
administrative and logistical support in two key support units: finance and
administration; and operations and human resources. This position requires
outstanding organisational and administrative abilities and excellent
communication skills.
Key Duties and Responsibilities:  
Procurement Management (50%)
  • Ensure all Restless Development staff
    are trained in procurement planning and are aware of the main procurement
  • Ensure that all procurement requests are
    delivered in a timely manner while ensuring that Restless Development
    purchasing systems and relevant donor guidelines are complied with;
  • Ensure extensive supplier and market
    surveys are carried out and a preferred supplier list (Vendor Roster) and
    price lists are established and regularly updated;
  • Secure best value for money and service
    benefits on all procurement requests;
  • Work closely with relevant stakeholders
    in budget preparation and procurement planning and assist in building
    accurate and extensive budget breakdowns and ensure there’s a procurement
    plan for all budgets.
  • Ensure effective performance of the
    procurement function country wide;
  • Ensure that all procurement files are
    completed as per Restless Development logistics and financial procedures,
    and that the paper trail is closed off by handover of all documentation to
    the Finance Department.
  • Support to procurement committee to
    check and prepare documents ahead of meetings. Ensure procurements follow
    policies in place.
Fixed Assets Management (15%)
  • Ensure that all procedures and documents
    pertaining to Asset Management as per the Finance manual are in place and
    being followed;
  • Update monthly fixed assets register and
    ensure all new assets not on warranty are duly engraved and put system in
    place to track all moveable assets such as cameras, projectors, voice
    recorders to prevent loss.
Vehicle and Driver Management
  • Ensuring that all aspects of driver and
    vehicle policy are implemented and adhered to and ensure that timetables
    are in place for renewing of insurance/taxation/road licences etc. and
    that vehicles comply with relevant legislation at all times;
  • Ensure that all car movements are well
    planned and plans are adhered to and ensure that a car/ motorbike
    maintenance plan is in place and executed to set standards;
  • Ensure that checks related to safety of
    vehicles are carried out on a regular basis;
  • Ensure that vehicle usage is controlled
    and monitored (including fuel usage, etc.);
  • Ensure that all relevant monthly reports
    are compiled and submitted on a monthly basis;
  • Carry out line management meetings (LMM)
    with drivers and guards. Ensure a guard roster is in place and Guard
    emergency phone is functional. All drivers should have their objectives in
Premises management (10%)
  • Ensure contracts and contractual
    obligations with our landlords in HO, Jinja, Karamojong regions are
  • Management of all logistic aspects
    related to office compound at the Kampala office
Security and Safety Management (10%)
  • Act as the Security Focal Point
    counterpart for Restless Development Uganda on a daily basis (the Head of
    Restless Development Uganda Hub remains in-charge of all security matters)
  • Provide support to the Head of Restless
    Development Uganda Hub to ensure that security guidelines for Uganda in
    general and field locations are regularly reviewed, and updated where
    necessary, and implemented;
  • In absence of the Duty Officer, monitor
    security at all field locations on a daily basis, advising the Head of
    Restless Development Uganda Hub of any incidents that occur;
  • Compile weekly security reports and
    issue to the Head of Restless Development Uganda Hub
  • Follow up incident reporting (safety
    & security incidents) in all bases and ensure that copies of all
    reports are filed in Kampala
Others (5%)
  • Support internal and external audit
  • Maintain internet and communications for
    HO, Jinja and Moroto. Develop and share internet usage control reports.
  • Other duties as required, including
    occasional work on weekends for which time off in lieu can be taken
  • Provide immigration support to staff and
    volunteers as may be required from time to time

Qualifications, Skills and Experience: 
  • The applicant for the Restless
    Development Assistant Administration and Logistics Coordinator job
    opportunity must hold a Bachelor’s degree in Logistics, Engineering,
    Business, or related field
  • At least three years of work experience
    in relevant field (i.e. logistics or administration resources management)
  • Extensive knowledge of project
    management, vehicle management, communication systems, IT, procurement,
    stock control and asset management systems
  • Effective verbal and written
    communications skills
  • Excellent organisational skills
  • Ability to work independently with
    minimum supervision
  • Excellent computer skills including
    Excel, Word etc.
  • Ability to problem solve and make sound
    operational decisions
How to Apply:
All suitably
qualified and interested candidates who wish to join Restless Development in
the aforementioned capacity should fill in this form, download
, and send it to Please note that
we DO NOT accept CVs, resumes and cover letters.
Deadline: 31st July 2018
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