Administrative Assistant / Secretary Job Careers - Goodman International Ltd

Job Title:         Administrative Assistant / Secretary Organization:  Goodman International Ltd Duty Station : Kampala, Uganda ...

Logistics Officer International NGO Jobs - Oxfam

Organization: Oxfam
Duty Station: Uganda

About US:
Oxfam is an international confederation of 17 affiliates networked together in more than 90 countries committed to ridding the world of poverty and injustice. To achieve this, we support local projects in developing countries, we lobby governments and companies to take into account the interests of the poorest people and we campaign to involve citizens in our work. We implement our programs by working with local NGO partners and civil society organizations and engaging with private sector and governments. Oxfam employs over 6,000 people worldwide in more than 90 countries. In Uganda, our program is anchored on three broad themes deliberately focused on Women’s Rights: Resilient Livelihoods, Governance and Accountability and Humanitarian Preparedness and Response.

Job Summary:  The Logistics Officer will mainly manage the overall logistics operations with a particular focus on procurement, fleet and adequate stewardship of agency resources (Assets). The Logistics Officer will be exemplary in his/ her commitment to Oxfam Novib core values, upholding principles and policies.

Key Duties and Responsibilities: 
Procurement and purchasing:
  • Handle Local procurement activities of the office according to Oxfam Novib procurement regulations.
  • Ensure that there is an approved purchase request for all purchases with valid project/fund numbers dully filled out before any purchase is made
  • Study the approved purchase requests and raise any unclear issues with regards to specifications, delivery times with the respective requesting officers & partners.
  • Solicit for at least three independent quotations from reputable vendors using acceptable competitive bidding procedures. Liaise with the procurement committee to ensure that bids are presented for approval within the agreed threshold. All requests for bids must be in writing and documented on file.
  • Compile a detailed Bid Analysis with the minutes and submit to the Project  Manager for review and approval. Where the requisition is above the threshold , send the documents to Support Manager in Kampala for further procurement processes.
  • Following approval of the bid analysis, prepare a Local Purchase Order (LPO) for the successful bidder. Also ensure that local purchase approvals are secured before purchases are actually made.  Maintain close communication with the vendor/supplier to ensure prompt delivery and keep requesting officer informed on progress of procurement.
  • Following receipt of goods, attach all procurement documentation and submit for preparation of payment request.
  • Prepare weekly procurement and contract updates for the Manager and other technical teams.
  • Prepare and register all fix assets in the register book with clear documentations of serial numbers and inventory numbers properly attached.
  • Implement and document Oxfam Novib standard procedures and practices of purchasing, and promote accountability of resources.
Transport and Fleet Management: The Logistics Officer will be responsible for supervision of the drivers & guards; maintaining the vehicle fleet in the Kyaka office and coordinating vehicle allocation for staffs, partners and visitors.
  • Supervise the work of the drivers to ensure proper vehicle allocations, tracking of vehicle related costs inclusive of monitoring maintenance/repair/service schedules and fuel.
  • Ensuring proper vehicle allocation.
  • Ensure weekly vehicle check reports are prepared and submitted on time.
  • Maintain accurate and update vehicle files and ensure that mileage log sheets, vehicle repair records, service and related costs documentation are prepared and used as required.
  • Ensuring monthly fuel usage reports for all vehicles are prepared and passed to Kampala office as required as well as maintains proper file records.
  • Ensuring monthly spares usage and vehicle service reports.
  • Personnel mileage records are calculated and respective staff pay for mileage billed.
Asset and Property Management
  • Assist with the leasing and maintenance of premises for offices in compliance with Oxfam Novib and donor requirements.
  • Prepare schedules to track lease expiry dates and rent payments and submit them to the Kyaka Office on a 6 months or yearly basis. Ensure that lease agreements are renewed in time and payments are made in time.
Property record
  • Development and updating of a property inventory database by Oxfam Novib property sequentially, number of units, serial no., description of property, project no. /voucher no., date acquired, purchase cost, condition, location, user, expected disposal date if applicable.
  • Year End Inventory Verification
  • Conduct annual physical count of property and maintain update file copy.
  • Document discrepancies from the previous inventory such as vehicle accident, damage, condition, location transfer etc.
Admin & Management
  • Facilitate hotel and guesthouse bookings for OXFAM staff and visitors, follow-up the presentation of monthly bills and ensure that approved payment request is submitted in a timely manner.
  • Ensure Cleanliness of Oxfam Kyaka office & Supervision of the guards & Cleaner while making sure their payment requests are processed promptly & accurately.
  • Monitor the Usage of Utilities to ensure cost effectiveness and efficiency.
  • Ensure that there is an updated Asset/inventory list at the field office while ensuring  the use of the bin card for stores management.
  • Incident consolidation and reporting to the Security Focal Person as and when they occur.

Qualifications, Skills and Experience: 
  • The applicant for the Oxfam Logistics Officer must hold a Bachelor’s degree in  Procurement and Supply chain management or related field from a recognized University
  • Qualification or partial fulfillment in a professional course such as CIPS, CSMP, CILT etc.
  • At least three years of experience in the management of Logistics, fleet and Warehousing
  • Experience in Humanitarian response programmes and Donor funded projects such as DFID, ECHO, UNHCR
  • Ability to work and stay in the field with remote settings
  • Ability to work long hours with minimum supervision
  • Knowledge of Bantu languages and Swahili is an added advantage

How to Apply:
All suitably qualified and interested candidates should send their applications online at the link below.

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