LOGISTICS OFFICER

Vacancy announcement

Position

Logistics Officer

Starting date

ASAP

Location

Kampala

Type of contract

Fixed-term

About ACTED

Since 1993, as an international non-governmental organization, ACTED has been committed to immediate humanitarian relief to support those in urgent need and protect people’s dignity, while co-creating longer term opportunities for sustainable growth and fulfilling people’s potential. ACTED endeavors to respond to humanitarian crises and build resilience; promote inclusive and sustainable growth; co-construct effective governance and support the building of civil societyworldwide by investing in people and their potential.

We go the last mile: ACTED’smission is to save livesand support peoplein meeting theirneeds in hard-to-reach areas. With a team of 5,900 national staff and 400 international staff, ACTED is active in 38 countries and implements.

more than500 projects a year reaching over 20 million beneficiaries. More on www.acted.org.

Key roles and responsibilities

I. Main Objective

Under the overall guidance and supervision of the Logistics Manager, the Logistics Officer ensures that s/he performs transparent and efficient logistics activities for ACTED programmes in Uganda. S/he will support all aspects related to procurement, stock inventory, communications, fleet management and asset management.

II. Specific Duties and responsibilities

Procurement

• ­ In accordance to ACTED’s procurement procedures, contribute on the procurement process of all items or services purchased in Uganda mission, up to the level agreed with the Logistics Manager. S/he will be responsible of collecting quotations from suppliers and, if needed, drafting waivers, preparing call for tender documents, follow-up the selection and contract signature.
• ­ Ensure the timely implementation of the procurement under his/her responsibility in full compliance with ACTED logistics procedures, in particular to procurement scenarios and level of authorizations.
• ­ Apply the value for money principle throughout the procurements process by implementing sound suppliers/service providers/contractors offers comparisons, physical quality check, search of best prices, etc.
• ­ Contribute to ensure constant availability of running supplies/services/works such as fuel, stationery, transport means, etc.
• ­ Support running cost procurement campaigns by providing offers pre-analysis, drafting documentation such as procurement memos or contracts if needed.
• ­ Support the efficient and exhaustive circulation, filing and archiving of procurement documentation as detailed in ACTED logistics manual (tender documents, contracts, quotations, etc.).
• ­ Contribute to the up-to-date order form follow-up and to disseminate the tool to all operational managers.
• ­ Support the quantity and quality check at every step of the supply chain.

Stock management

• ­ Contribute to prepare and maintain up-to-date the monthly stock report for Kampala’s warehouse, under the supervision of the Logistics Manager.
• ­ Ensure that ACTED stocks and delivery guidelines are applied in the mission at all times.
• ­ Ensure periodic physical inventories and clear stock discrepancies in a documented manner.
• ­ Follow-up deliveries under his/her responsibility based on the contractual terms. Liaise efficiently with suppliers for timely deliveries or efficient solving of any unexpected issue.
• ­ Contribute to guarantee an efficient delivery planning to the project team and a regular update on stock level and lead-times to Project Manager.
• ­ Ensure the proper state of the warehouse by following ACTED’s policies and guarantee its maintenance.
• ­ Support the efficient and exhaustive circulation, filing and archiving of procurement documentation as detailed in ACTED logistics manual (stock reception vouchers, stock cards, stock exit forms, etc.).

Fleet and fuel management

• ­ Support efficient monthly, weekly and daily planning and movements follow-up tools.
• ­ Contribute to ensure that ACTED fleet and fuel management guidelines are applied in the mission at all times: logbooks, registration and maintenance sheets, fuel slips, fuel bills, standard consumption rates, etc.
• ­ Contribute to ensure that security and safety guidelines are applied in every vehicle in use, and for any movement.
• ­ Support the monthly physical inventory of fleet and update related tools accordingly.
• ­ Support the implementation of user-friendly tools for movements and maintenance planning.
• ­ Support fleet reviews and fleet prospects under the Logistics Manager supervision (market surveys, fleet analysis, etc.).
• ­ Contribute to prepare and maintain up-to-date the monthly motorized asset, under the supervision of the Logistics Manager.
• ­ Contribute to manage fuel supply in the mission in compliance with ACTED procurement guidelines: anticipate and mitigate fuel supply risks, if any.
• ­ Support the efficient and exhaustive circulation, filing and archiving of fleet and fuel documentation as detailed in ACTED logistics manual (logbooks, maintenance sheets, administrative authorizations, insurance cards, fuel slips and bills, etc.).

Asset management

• ­ Contribute to ensure that ACTED asset management guidelines are applied in the mission: registration cards, monthly asset follow-up, etc.
• ­ Contribute to maintain an up-to-date monthly asset report and follow-up with clear location and user for each asset.
• ­ Follow-up and report of loss and/or damage assets.
• ­ Contribute to ensure periodic physical inventories and follow-up and report any loss/damaged asset.
• ­ Support the Logistics Manager with the transfer or donation of assets before project ending dates, as well as the projects final asset reports as per donor’s guidelines.
• ­ Support the efficient and exhaustive circulation, filing and archiving of asset documentation as detailed in ACTED logistics manual (registration cards, asset reception sheets, etc.).

Premises management

• ­ Support the identification and contracting of premises (offices, guesthouses and/or warehouses) based on geographical, operational, security and financial criteria, in close liaison with the Logistics Manager.
• ­ Contribute to upgrade each premises up to ACTED standards.
• ­ Contribute to ensure proper working and living conditions for all staff by providing appropriate power supply, drinking water, stationery, etc.
• ­ Support preventive and corrective maintenance or works of premises.
• ­ Contribute to ensure that security and safety guidelines are applied in premises.

Communications and IT management

• ­Contribute to ensure that ACTED communication and IT management guidelines are applied in the mission, under the supervision of the Country Logistics Manager, and IT HQ.
• ­Contribute to guarantee effective IT procedures based on IT officer’s follow-up.

Reporting and digitization

• ­ Ensure the digitization of all monthly logistics documentation and guarantee to update the Logistics server.
• ­ Contribute to ensure timely and accurate monthly logistics TITANIC, under the supervision of the Logistics Manager.
• ­ Support an efficient logistics document flow to the Finance and Compliance departments as per ACTED global audit manual.

Required qualifications and technical competencies

• Bachelor’s Degree Procurement and Logistics, Suply Chain Management and business administration or a related field
• Previous experience in procurement, supply, chain management, or related role preferred.
• Strong negotiation skills and ability to communicate effectively with suppliers and internal stakeholders.
• Analytical mindset with the ability to interpret data and make informed decisions.
• Attention to details and commitment to accuracy in aspects of work.
• Proficiency in using e-commerce platforms and product management skills.
• Flexible and adoptability to handle changing priorities and business needs
• At least 3years experience in procurement and logistics management, preferable in the NGO environment.