The Ugandan Jobline

Job Title:    Senior Logistics Officer

Organization: International
Lifeline Fund (Lifeline)

Duty Station:
Uganda

Reports to: Country
Director

About US:

International
Lifeline Fund (Lifeline) is a non-profit organization that began working in
refugee and displacement camps, emergency settings, and emerging markets in
2003 to enable sustainable access to fuel-efficient cooking technologies and
reliable safe water. Lifeline operates under the conviction that many of the
core problems underpinning global poverty – such as lack of access to efficient
cooking technologies and clean water – can be addressed through market forces
that sustain community-driven economic growth and livelihood benefits. With all
our initiatives, Lifeline’s approach engages community stakeholders in the
design, ownership, and long-term profit of these natural resource enterprises.

Job Summary:  The Senior Logistics Officer will mainly manage
the overall logistics operations of International Lifeline Fund with a
particular focus on procurement, fleet and adequate stewardship of assets.
He/she will ensure that all Lifeline business is conducted in a professional
manner which complies with International Lifeline Fund procurement policies and
guidelines in alliance with Uganda PPDA standards.

Key Duties and Responsibilities:  

·       
Work in
close coordination with the programs, prepare and monitor Lifeline’s annual
procurement plan.

·       
Implement
procurement procedure in accordance to the procurement standards and guidelines
of International Lifeline Fund.

·       
Make
sure Lifeine logistical procedures are respected and supervise both clients and
suppliers in the application of these procedures

·       
Controlling
deliveries to Sub-offices and programs in terms of quantity and quality.

·       
Oversee
the procurement of goods and services process from planning, tendering,
evaluation, selection and awarding in accordance with Lifeline procurement
policies and guidelines.

·       
Conduct
market survey to gather and compare information on materials and applicable
pricing and coordinate pre-qualification of service providers and maintain the
list of suppliers. Maintain Lifeline suppliers’ relationships.

·       
Monitoring
all stages of the clearance process for timely releases and ensuring smooth
clearance. On-time replies to queries raised by customs, URA / other relevant
government agencies, and ensuring timely renewal of exemptions.

·       
Manage
the movement of shipments in and/or out of the country following Uganda and
East Africa foreign trade policy and organizational policy and procedures and
to comply with relevant local, country and international law and processes.

·       
Manage
the necessary documentation and online forms for the efficient, cost-effective,
and lawful execution of all import/export activities.

·       
Liaising
with Clearing Agents, Freight Forwarders, Shipping Lines and Port Authorities
to ensure efficient and cost-effective logistics; import/export law and
procedures; tariffs and duties; licenses and restrictions.

·       
Ensure
that the physical organization of items within warehouses is logical,
optimizing space and preserving accessibility of items and that all goods are
packed and stored safely and securely.

·       
Check
the accuracy and filing of all storage documents.

·       
Check
the registration of each item going in and out in respect of Lifeline
procedures.

·       
Ensure
physical inventories are done on a regular basis and crosscheck the physical
inventories reports done by the Warehouse Officer.

·       
Perform
regular random checks across the various documents (invoices, stock cards,
delivery notes, physical inventory reports, etc.)

·       
Select
carriers and negotiate contracts and rates in coordination with the Country
Director and senior leadership team.

·       
Update
and evaluate metrics to assess performance and implement enhancements.

·       
Develop
a robust contract management system for proper tracking of deliverables of
goods and services.

·       
Represent
the organization in negotiating contracts, supplies and conduct procurement in
a way that certify value for money.

·       
Plan and
implement logistics operating procedures.

·       
Initiate
request for quotations and other tender documents and submit to the Lifeline
bid committee for approval.

·       
Develop
and (upon approval) implement material flow management system to meet cookstove
production requirements.

·       
Ensure
procured materials and supplies are received at the project site on a timely
and in a cost-effective manner while intact and in the quality at the cost
agreed upon with the vendor/partner.

·       
Create
and implement checks and balance to reduce risk of fraud.

·       
Work
closely with finance department and the Country Director, draft service
contract agreements and conduct large procurement.

·       
Train
and guide Lifeline staff in procurement policies, guidelines and controls.

·       
Coach
and mentor Logistics staff.

Store Management

·       
Oversee
management and control of inventory.

·       
Make
sure inventory always remains well stocked to ensure smooth flow of production
and program operation.

·       
Train
the warehouse officer to conduct timely and accurate physical inventory.

·       
Supervise
the senior warehouse officer.

Vehicle maintenance
and Fleet management

·       
Supervise
drivers and train them on work ethics and record keeping.

·       
Ensure
all vehicle logbooks are filled accurately.

·       
Ensure
daily and weekly vehicle check are conducted by the drivers.

·       
Prepare
vehicle weekly movement plan and follow the daily use of the vehicles.

·       
In
coordination with the Country Director, allocate vehicles to meet transport
need for the programs on a timely manner.

·       
Ensure
that all hired vehicles are in good mechanical condition and ready for the
hired purpose.

·       
Ensure
contracts of all hired vehicles are active/ up to date and professionally
managed with the support of the Country Director.

IT Support

·       
Ensure
that office internet is functional and timely upload of approved staff airtime.

·       
Periodic
update of antivirus.

Reporting

·       
Prepare
and submit monthly and quarterly reports as required by your supervisor.

Qualifications, Skills and Experience:

·       
The
applicant must hold a Bachelor’s degree in Business Administration, Logistics,
Supply Chain or a relevant field, with at least five (5) years of working
experience in a similar position.

·       
In-depth
knowledge of the consumer goods industry.

·       
Solid
understanding of logistics and inventory management software is a Plus.

·       
Strong
analytical, problem solving and organizational abilities.

·       
Exceptional
verbal and written communication skills.

·       
Must be
comfortable in formulating work plans.

·       
Ability
to work under pressure and deal tactfully with sensitive issues.

·       
High
level of integrity and ethical standards.

·       
Competent
in using Microsoft Office (Word, Excel, PowerPoint, etc.)

How to Apply:

All suitably
qualified candidates please send a copy of your cover letter, resume and
academic credentials to our office by e-mail to HR@lifelinefund.org and
Babra@lifelinefund.org

NB: Only successful
candidates shall be contacted

Deadline: 14^th August 2020

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