Job Title: Logistics Manager
Organisation: Handicap International
Duty Station: Arua, Uganda
Reports to: Field Coordinator
Salary: UGX 3,601,199 /=
About Us:
Handicap International is an independent and impartial aid and development organisation working in situations of poverty and exclusion, conflict and disaster. We work alongside disabled and vulnerable people to help meet their essential needs, improve their living conditions and promote respect for their dignity and fundamental rights. Handicap International is outraged by the injustice faced by people with disabilities and vulnerable populations, we aspire to a world of solidarity and inclusion, enriched by our differences, where everyone can live in dignity.
Job Summary: The Logistics Manager will be responsible for logistical support to HI activities in Arua and the follow up of all HI procedures.
Key Duties and Responsibilities:
Steering the programme’s logistics management
- Define and apply logistics procedures for the supply chain (purchase, stock, transport), equipment, vehicle fleets, power supply and telecommunications, in compliance with the legal framework and internal and donor regulations
- Set up monitoring tables so as to have reliable information permanently to hand
- Set up indicators and internal controls for the implementation of logistics procedures
- Train programme teams in HI and donor logistics procedures and in the logistics regulations applying to the programme and to partners, in compliance with the legal framework
- Support project teams in the training and monitoring of partners with regard to the implementation of logistics procedures
- Ensure checks are conducted on partners’ logistics processes
- Ensure the filing and archiving of logistics documents
Planning and guaranteeing efficient supply chain management
- Participate in the drafting of a supply plan per project
- In liaison with the admin/SSC, define (adapted procedure) and supervise the programme’s supply procedures in compliance with internal and donor regulations and legal requirements
- Oversee the transport of merchandise and manage customs clearance procedures
- Manage national and international calls for tender
- Set up and check on the regular updating of a suppliers data base
- Supervise the monitoring of Purchase and Service Requests and check purchase files
- Supervise the reception of merchandise and the delivery of material to requesting parties
- Assist with the drafting of donor reports and preparing for audits on aspects concerning supply
- Draw up contracts for suppliers and service providers and manage, archive and monitor suppliers and service providers
- Supervising the management and use of the vehicle fleet and other means of transport in compliance with internal regulations and the security plan
- In liaison with the admin/SSC, define the programme’s transport needs
- Define the management and user rules for vehicles and other means of transport in compliance with local legislation, the highway code, the programme’s security rules and HI’s regulations
- Organise/ensure the organisation of the management of other transport means
- Organise/ensure the organisation of the above vehicles’ allocation and availability
- Following up on road accidents.
- Ensuring the filing and archiving of files, contracts and documentation associated with vehicles and transport
Managing technical equipment
- Validate the choice of adapted materials in compliance with procurement procedures
- Assist with the definition of equipment management procedures and put them in place
- Set up and monitor Equipment Monitoring Charts(EMC); ensure the reliability of the data they contain and the filing and archiving of documents pertaining to them
- Liaise with the Programme Accounts Unit on the localisation of fixed assets and their monitoring in the EMC
- Monitor entries and withdrawals for each equipment group
- Undertake regular physical inventories and send them to head office in compliance with deadlines
- Ensure the installation, maintenance, monitoring and traceability of equipment (computer, power-supply, communication, etc.)
- Check the Technology Charter is properly applied and monitor email and internet access
- Train programme staff on how to handle equipment and draft procedures for use
- Assist with drafting donors’ financial reports, funding proposals and budgets/budget revisions for aspects concerning equipment management.
Managing/overseeing the management of general services (expatriate staff accommodation, offices and storage facilities)
- Set up and supervise the physical management of stocks and storage premises
- Set up and monitor stock management procedures
- Identify and anticipate programme needs for premises
- Define the criteria for choosing and selecting premises
- Search for and identify available premises
- Manage the fitting out, upkeep and maintenance of premises
- Analyse insurance coverage options and contact insurance companies
- Monitor the premises’ utility contract costs (water, electricity, etc.)
- Ensure the premises are secure (locking systems, watchmen, first aid kits, extinguishers)
- Manage the logistical organisation of project seminars and training
Participating in the analysis and implementation of the programme’s security rules
- Bring all security information collected that he/she is aware of to the attention of his/her line manager
- Monitor the programme risks
- Circulate information concerning the security of travel, equipment and premises within the programme
- Secure and render visible the premises, vehicles, equipment and individuals as set out in the security rules
Managing the programme’s logistics team
- Manage and lead the programme’s logistics team, fix objectives and assess the staff he/she line-manages
- Train his/her team
- Set up communication and coordination mechanisms for his/her team
- Manage contractual monitoring (leave, end of trial periods, etc.) of the staff he/she line-manages; if necessary, co-validate disciplinary procedures with the support services coordinator
- Oversee his/her team’s career development: define training needs and provide guidance on professional development.
Others
- Participating at the weekly team coordination meetings;
- Participating in the Arua programs strategy planning;
- Ensure the strict application of the rules;
- Report any incident in which s/he’s involved immediately;
Qualifications, Skills and Experience:
- The ideal candidate for the Handicap International Logistics Manager job opportunity must hold a professional diploma or university degree in a Logistics field
- One year of experience in a similar position
- Previous experience with an NGO
- Previous experience in emergency response is appreciated
- Advanced IT knowledge (hardware and software, Microsoft Office, Internet)
- Knowledge of international humanitarian response and development work
- Excellent written and spoken English
- Ability to work in an inter cultural environment
- Flexibility, responsive, motivated, good communicator
- Ability to work under pressure
- Management skills
- Personal qualities
- Calm, structured, organized.
NB: This is a re-advertisement so those who applied earlier need not express interest again.
How to Apply:
All suitably qualified candidates who wish to join Handicap International are encouraged to send their updated CVs (3 pages max, including three professional references) with cover letters to HR Coordinator at job.uganda@handicap-international-ug.org with the subject “Application to Logistics Manager.”
Deadline: 13th April 2018
NB: Any efforts to influence the recruitment process will lead to automatic disqualification.
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