Fresher Operations Assistant NGO Job Opportunities – ALIGHT (American Refugee Committee)

 

Job Title:    Operations
Assistant

Organization: ALIGHT
(American Refugee Committee)

Duty Station:
Uganda

Reports to: Program Manager

 

About US:

ALIGHT, formerly the
American Refugee Committee (ARC), is an international nonprofit, nonsectarian
organization that has provided humanitarian assistance and training to millions
of beneficiaries over the last 40 years. In 2011, Alight helped nearly 2.5
million people get essential services to regain their health and take back
control of their lives. Alight works with its partners and constituencies to
provide opportunities and expertise to communities of refugees and internally
displaced persons in seven countries in Africa, Asia and Europe, including
Iraq, Kosovo, and in the Darfur region of Sudan and is currently providing for
emergency relief and recovery in Haiti. Alight provides shelter, clean water
and sanitation, health care, skills training, microcredit education, protection
to help survivors of war and natural disasters to rebuild their lives with
dignity, health care, security and self-sufficiency.

 

Job Summary:  Reporting to the Programme Manager, the
Operations Assistant will be the overall procurement & logistics Focal
point person as he or she plans and provides logistics support for to the
ALIGHT program in Oruchinga. The major logistics processes include procurement,
distribution, material management and contingency operations, Assets management
as well as fuels and vehicle management. 

 

Key Duties and Responsibilities:  

Procurement
Management:                                                                                  

·       
As the
overall procurement focal person at the Field site, facilitate the procurement
process within your field office from the initial request to the completion of
each order.

·       
Ensure
all documentation is complete and accounted for at the final stage of the
process.

·       
Obtain
quotations from ALIGHT’s pre-qualified suppliers in order to effect a
competitive and fair process of procurement in line with ALIGHT and donor
regulations, which will ensure ALIGHT gets best value for money.

·       
Prepare
for signing the Bid Analysis’ (BA) for purchases over 500 USD.

·       
Prepare
Purchase Orders (PO) for approved Purchase Request Forms and negotiate delivery
dates and ensure timely delivery with the successful supplier.

·       
Monitor
and manage contracts within your field location and update/feedback the country
office.

·       
Prepare
the monthly Procurement KPI tracking report in a timely manner and submit this
to the Country office by 2nd of every month.

·       
Prepare
a procurement report for the Team Leader weekly, indicating the status of all
procurements in relation to the procurement plans at the field.

·       
Develop
and implement a quarterly procurement plan and maintain an updated procurement
tracking sheet for the field site in line with the procurement guidelines.

·       
Liaise
with the finance department to administer the final payments to vendors in line
with the terms and conditions outlined in the PO.

·       
Maintain
existing relationships with prequalified suppliers, as well as identifying new
suppliers for categories of supplies that were not pre-qualified for, where
needed.

·       
Update
and maintain an electronic and manual filing system for all procurement.

·       
Coordinate
pending and upcoming procurement deliveries to ensure efficient usage of the
transit warehouse, scheduled transport/movement plans between Kampala & the
field site.

Fleet Management:

·       
Oversee
the entire fleet and ensure proper management of ALIGHT fleet within the site.

·       
Liaise
with drivers and the Team Leader in the field to ensure that vehicles are in
good running condition by ensuring that genuine & correct spare parts are
procured when needed, repairs are done as per specifications and that periodic
& scheduled vehicle maintenance service is carried out for all vehicles.

·       
Prepare
the monthly Fleet KPI tracking report in a timely manner and submit this to the
Country office by 2nd of every month.

·       
Prepare
field fuel monthly requests for replenishment and submit to the country office
for processing.

·       
Prepare
monthly fleet management reports and submit them to the Programme Manager.

·       
Plan,
coordinate and manage vehicle movements within and outside your field office to
ensure efficient use of the vehicle resource utilization.

·       
Ensure
that drivers fill in log books and any other vehicle documents appropriately.

Asset Management:

·       
Prepare
monthly Asset reports and share signed copies with the Programme Manager and
country Office.

·       
Manage
distribution and allocation of all Assets ensuring all Assets are issued with
clear documentation and signed for.

·       
Prepare
the monthly Assets KPI tracking report in a timely manner and submit this to
the Country office by 2nd of every month.

·       
Ensure
the safety and security of all ALIGHT 
Assets under your field location.

·       
Maintain
an updated Asset list and track all Assets within your field location.

·       
Carry
out quarterly Asset verification exercise and share the signed reports with the
Programme Manager and country office.

·       
Liaise
with the IT department to ensure that all Assets are maintained and serviced
routinely.

·       
Identify
and recommend Assets due for disposal and share the list with the Programme
Manager and Country office.

Stores management:

·       
Track
supplies delivered by the suppliers to the field site to ensure that the
appropriate documentation i.e. waybills are submitted to Country office.

·       
Prepare
the monthly Warehouse   KPI tracking
report in a timely manner and submit this to the Country office by 2nd of every
month

·       
Ensure
the security and safety of all items in the stores.

·       
Maintain
proper and updated stores documentation.

·       
Carry
out monthly stock taking and share the signed report with the Programme Manager
and Country office

Security
Management:

·       
Update
the Programme Manager on any security incidences as they occur.

·       
Supervise
and manage all security guards.

Supervision:

·       
Manage
and supervise all staff reporting to you.

·       
Manage
performance of all staff reporting to you.

·       
Building
capacity of all staff in your location in relation to operations management.

·       
Perform
other duties as assigned by the Supervisor.

 

Qualifications, Skills and Experience:

·       
The
applicant must hold a University degree in Logistics, Supply Chain Management,
Business Management or similar degree.

·       
A minimum
of two years’ experience working in the field of program and/or Logistics and
Operations in an International relief organization.

·       
Knowledge
of standard INGO and Donor procurement procedures and practices.

·       
Excellent
writing and communication skills, including proven report writing skills.

·       
Practical
experience in strategic procurement and the management of contractual
relationships and performance outcomes including the tender processes.

·       
Experience
working with a diverse staff and confronting challenging field situations.

·       
Able to
multi-task and work under pressure.

·       
Work
experience in a complex emergency setting preferred.

·       
High
level of Computer literacy and knowledge of software programs: Excel, Access,
and similar packages.

·       
Good
experience in driving with a driving permit.

·       
Strong
analytical, written and verbal skills;

·       
High
level of integrity, accountability and responsibility;

·       
Good
interpersonal skills and ability and inclination to work in / with teams;

·       
High
level of self-drive, discipline and desire to achieve;

·       
Ability
to work with minimal supervision, hit deadlines, and produce high-quality
outputs.

 

How to Apply:

All candidates
should send their applications online at the link below.

 

Click
Here

 

Deadline: 15th September 2020

 

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