Procurement and Logistics Officer (Open to Ugandan Nationals Only) | - 2015

PROGRAMME/DEPARTMENT SUMMARY:

Mercy Corps has been operating in Uganda since 2006. It has and continues to implement programs in Acholi and Karamoja sub regions. Mercy Corps is taking a community-led, market driven approach to address poverty and food insecurity needs through interventions that get to the root causes and contributing factors of economic vulnerability. Donors include the United States Agency for International Development (USAID), the European Commission (EC), United States Department of Agriculture (USDA) and Swiss Development Cooperation (SDC).

GENERAL POSITION SUMMARY:

Reporting to the Deputy Program Director, he/she will be primarily responsible for overseeing and ensuring the operations and functions of the Field Office to ensure programs run smoothly. He/she will provide supervision and training functions in the Field Office for staff in all aspects of Logistics including Fleet, Asset, Security, Procurement and HR &Administration. He/she is responsible for compound/equipment maintenance as well as general day to day management of the office. This position may rotate amongst other field offices and Kampala in six-month increments.

ESSENTIAL JOB FUNCTIONS:

Fleet

§ Reads and has a clear understanding of the Mercy Corps Fleet Management procedures;

§ Establish preferred supplier agreements for commonly used items and vehicle service.

§ Ensure that all vehicles are safe and road-worthy, including insurance cover.

§ Maintain administrative vehicle files for each vehicle.

§ Oversee fuel consumption purchase and tracking including coordination with gas station(s)

§ Ensure major repairs are done in a timely manner.

§ Participate in hiring and disciplinary measures for drivers.

§ Ensure that accident reports are completed and filed.

Asset

§ Reads and has a clear understanding of the Mercy Corps Asset Management Manual and all procedures;

§ Ensures that procedures outlined in the Mercy Corps Asset Management Manual will be implemented in Field Office.

§ Ensure all new Mercy Corps assets in the field office are in the asset register and ensure the appropriate coding and tags are placed on each item.

§ Ensures the electronic database is updated monthly and provide an electronic copy to supervisor; A hard copy is printed, signed and filed in the assets folder;

§ Advises colleagues on guidelines of Mercy Corps asset and equipment use guidelines.

§ Ensure all lost, damaged, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;

§ Advise supervisor on any broken, damaged or destroyed equipment;

Procurement

§ Has a full understanding of MC procurement policies and formats. Provide training to staff on these policies;

§ Enforce proper use of procurement ceilings and approval procedures.

§ Ensure that Mercy Corps’ procurement activities are legal and moral.

§ Assist Program and Operational personnel in regular procurement planning meetings.

Security

§ Serve as security focal point for the field office, update and implement security policies appropriate for the local context

§ Ensure all national and international staff are well-informed of security policies and procedures, including emergency strategies and evacuation plans

§ Train the hired security staff on Mercy Corps Security Standard Operating Procedures

§ Submit regular security reports to Supervisor on occurring incidents and any security issues/concerns

HR/Administration support;

§ Oversee the smooth flowing of routine, administrative work of the Mercy Corps Field Office and program support operation

§ Ensure inventory list of all office furniture, stationery and equipments is maintained and updated frequently.

§ Coordinate and Support all of Mercy Corps Kitgum’s Human Resource and recruitment requirements, to include recruiting national staff.

§ Work with Admin Assistant to ensure that personnel files for all field staff are well maintained in accordance with Mercy Corps’ procedures

Stores and Warehousing support;

§ Establish the receiving end of the pipeline of supplies, storage and movements as needed.

§ Dispatch goods to partner agencies according to policy and with coordination of program team activities.

§ Ensure warehouse procedures are followed as described in the Warehouse Policy and Procedures Guidelines.

KNOWLEDGE AND EXPERIENCE:

§ A BA/S in Logistics, Procurement Management, Business Administration or any relevant business field.

§ 3-5 years’ experience in Procurement, Logistics and Administration required.

§ Supervisory experience

§ Excellent computer and communication skills

§ Experience with Donor funded project implementation, administration, and compliance of US Government, ECHO/EC, UN, private foundation, and corporate grants, and related projects.

SUCCESS FACTORS:

The successful candidate will;

§ Be a strong team player, with good communication and diplomatic skills.

§ Have excellent analytical and information management skills.

§ Have good organizational skills and ability to work under stress and in remote locations.

§ Be flexible and creative in planning and problem solving.