Uganda: Logistics and Procurement Assistant

Terms of Reference

Logistics Assistant

Duty Station: Kitgum

This position is based in Kitgum and will be providing support for the implementation of the DRC Programme there.

Position and Reporting Line: The Logistics /Procurement Assistant will assist the Programme Coordinator in the implementation of logistics operations and strategies.
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General Objective: **
He/she will be responsible for the management of procurement, fleet, assets and stores.
I. Specific Tasks:

A. Procurement Management

• Ensure that all DRC procurement guidelines are adhered to at the Rhino Camp Program
• Actively engage and support the program teams in procurement planning to ensure timely delivery of project inputs and activities
• In liaison with the West Nile Coordinating Office in Arua, identify, negotiate and implement contract agreements which result in efficiencies in line with financial and forecasting requirements
• Maintain accurate auditable records of all procurement processes which result in high process compliance
• Administer contract performance, including delivery, receipt, warranty, damages and insurance
• Plan and engage with Project Managers to understand contract specifications
• Liaise with suppliers to develop a profile of delivery capability which results in effective market engagement
• Conduct efficient and collaborative procurements which are DRC and donor-compliant (inquiry, tendering, evaluation award & contract management) and which result in a high value adding commercial outcomes.

B. Fleet Management

§ Ensure that all repairs, service and maintenance performed on vehicles / equipment / machinery are in accordance to required standards established to achieve maximum reliability with minimum downtime and at best value for money

§ Monitor fuel consumption for the DRC fleet i.e. vehicles and motorcycles and generators. This will be done through ensuring monthly calculations of fuel consumption

§ Compile all maintenance and fuel consumption reports for vehicles, motorcycles and generators and share with Roving Procurement and Logistics Officer on a monthly basis

§ May be called upon to drive the assigned vehicle in a correct and sensible manner in adherence to weather and road conditions at all times; adhere to the maximum speed limits for DRC vehicles - 50km/hour on a dirt road, 100km/hour on a tarmac; when the road conditions are poor, drive as slowly as necessary to facilitate safe passage to the passengers and ensure no damage to the vehicle.

§ Ensure vehicle-in-use templates, insurances and list of authorized DRC drivers are in place and updated

§ Ensure that all DRC vehicles and motorcycles are fitted with the minimum vehicles accessories and report shortfalls to supervisor on time

§ Coordinate staff movement plans.

C. Store Management

§ Responsible for receiving the procured supplies, with waybills, monitoring stock levels of Rhino Camp office stationery, kitchen and office supplies and consumables

§ Responsible for ensuring that monthly physical stock counts are done as scheduled to prevent stock discrepancy as well as monitoring expiring dates of in stock supplies

§ Will maintain and update stock records and inventory.

D. Inventory and Asset Control

§ Responsible for monthly updating of inventory and asset list and submit to the Roving Procurement and Logistics officer based in Arua

§ Responsible for consistent tagging of DRC assets immediately after procurement

§ Conduct bi-annual physical asset verification.

II. GENERAL RESPONSIBILITIES

Communication

· Maintain a transparent, honest and supportive communication structure with colleagues to ensure they are kept informed of applicable fleet activities and requirements.

· Develop and maintain positive relationships with local authorities, other NGOs and any other stakeholders, representing DRC and ensuring good co-operation.

Quality Management

· Be aware of the potential for loss or fraud in fleet activities such as fuel cost, mislead transport usage, and procedures. Pro-actively work to prevent such occurrences by working with relevant line managers to improve transparency and to ensure the best use of DRC assets and resources.

Others

• Liaising with manufacturers, distributors and suppliers
• Arranging carriage or actually delivering goods to the Arua Office sub offices
• Quality control of goods in and/or goods out
• Maintenance of stable conditions and / or temperatures (as for perishable food items, chemicals or drugs)
• Uphold the DRC’s Code of Conduct
• Any other duties assigned.

Competencies

Professionalism - Strong personal initiative and willingness to accept responsibilities; good knowledge of logistics work and practices; ability to work in the remote locations

Ability to establish priorities and to plan, coordinate and monitor work- Sound judgment in applying technical expertise to resolve a rank of issues/problems.

Good negotiating skills and ability to influence others to reach agreement.

Teamwork - Good interpersonal skills; ability to lead teamwork, ability to develop and maintain effective working relationships with logistic counterparts in a multi-cultural, multi-ethnic environment and respect for diversity. Able to perform under pressure, take initiative and possess a resilient attitude

QUALIFICATIONS

Education

Bachelor’s Degree in Procurement and Logistics or any other related field with a qualifications and experience in areas such as fleet management, assets and inventory management, or logistic operations/management, supply chain management, etc. Computer literacy (Word, Excel, Power Point, etc...)

Language

Fluency in spoken and written English

Applications should be in English and include the following:

1. A cover letter (1 page) in which you explain why you are interested in the position and how you meet the qualities and qualifications criteria and salary expectations.
2. Concise and accurate CV (maximum 3 pages). The CV should include information about your qualification, relevant training courses, Work experience, name and contact details of 3 relevant references.

Please send your Cover letter, CV and Academic certificates by email toadministrator@drcuganda.orgby 6^th September 2017 5:00pm clearly indicating position name in the subject line.

We thank applicants for their interest in the position however; only shortlisted candidates will be contacted.