Uganda: Logistics Officer

Humanitarian Initiative Just Relief Aid (HIJRA) is an international humanitarian and development organization that positively contributes towards improving the living standards and conditions of those adversely affected by disasters and conflict in the Horn, East & Central Africa by implementing WASH, Health, Education, Livelihoods, Community service & development and Protection programs in the region for a period of more than 20 years.

HIJRA with funding from the UNHCR in Uganda is implementing a multi-Sectoral Program for refugees in Oruchinga settlement (Isingiro district) and Nyakabande Transit Center (Kisoro district). HIJRA, in a strategy to expand existing program implementing team, is now seeking for a qualified person willing to offer Humanitarian services in the position of Logistics Officer.

Job purpose.

The Logistics Officer will make sure that all programs in the field are fully supported timely and accurately in all types of logistical needs. The incumbent is the key person for all the Oruchinga Logistics arrangement

Key responsibilities

• Fleet Management:


• Ensure that all vehicles are safe and road-worthy. Ensure that all vehicles have proper on-board vehicle documentation.


• Continuous tracking of vehicle log-sheets; responsible for monthly compilation of fuel consumptions.


• Works closely with the project manager to schedule vehicle use to meet programmatic and operational needs.


• Manage fuel consumption tracking


• Organize regular service schedules for vehicles and maintain service schedule files.


• File Monthly Vehicle Consumables sheet for each vehicle separately


• Order and maintain stock of spare parts and consumables.


• Manage drivers’ leave schedules ensuring smooth operation of the fleet.


• Ensure drivers are licensed and trained. Participate in hiring and disciplinary measures for drivers.


• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.


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  Responsible for oversight of vehicle rentals including tracking of leases and payments.

  
  


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  2. Asset Management:

  
  


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  Update and maintain the asset records for all vehicles/motorcycles in Oruchinga office and liaise with Kampala for a centralized Assets inventory of all Hijra Uganda offices

  
  


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  Ensure all the items bought that falls under Asset category in vehicles according to Hijra Policies are properly registered on the Asset Register with all the required information

  
  


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  Every month review and physically crosscheck with the drivers that all the tools are always available – any loss or damage must be reported.

  
  


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  3. File Maintenance:

  
  


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  Responsible for all logistics and files must be clearly maintained and updated.

  
  


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  Provide warehouse reports (including receipts, dispatches, internal waybills, and information regarding laborers and equipment), produced and filed by month

  
  


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  Manuals documentation, receipts and other important documents

  
  


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  Copies of goods received notes for all procured items purchased in Kampala or other offices and transferred to Oruchinga

  
  

· All vehicles’ files must be properly and clearly filed and labelled at all times and easily accessible

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  Plan, implement and /or supervise key services in the procurement process including areas of asset management, property maintenance, and general supply chain and functioning.

  
  


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  Plan, implement and /or supervise /or coordinate logistics, procurement (goods & services) whilst conforming to both donor and partner regulations and guidelines .

  
  


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  Plan and implement the internal and external statutory law that effect the procurement and logistic

  
  


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  Advice management on all issues related to procurement and logistics, and ensures transparency and accountability in all activities

  
  


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  The ability to interact with all parties while maintaining and emphasizing a position of principled political neutrality and operational independence is paramount

  
  


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  Any other reasonable duty as requested by line management.

  
  


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  Ensure purchases and procurement transactions are done through SERANIC NAVISION computerized software system

  
  


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  Review and approve procurement and logistics requests and generate statues reports

  
  

Essential Skills and competencies:

o Relevant qualifications in Logistics, Business Administration, procurement or related fields.

o Must have a minimum of 3-5 years with significant experience in logistics or logistics related field some of which should be NGO’s

o Must be proficient in MS Office applications

o Must demonstrate experience in the areas of logistic and security programs development, management and implementation, data collection and analysis and outcomes reporting

o Commitment to accountability and humanitarian ethics

Desirable

1. Ability to work effectively and harmoniously with colleagues from varied cultures and professional backgrounds; high degree of sensitivity toward others


2. Personal commitment and drive for results, and adaptability in the workplace; ability to work long hours under difficult conditions while maintaining security awareness;


3. Strong written and spoken communication skills, in English


4. Ability to plan ahead and meet deadlines


5. Treat information with the confidentiality it deserves

How to apply:

Application Process
Ugandan Nationals only are requested to submit a Motivation letter, Curriculum Vitae and include telephone and emails contacts of three references including your current/most recent employer.

Applications should be sent by email to: vacancies@hijra.or.ke: The subject line should read Logistics Officer: Ref: HR003/UG

Applications must be submitted no later than close of business the 4^th January, 2016