Country: Uganda
Closing date: 20 Jul 2018
About ZOA
ZOA is an international NGO that inspired by Christian identity and biblical message of reconciliation and restoration of a broken world with its headquarters in the Netherlands. ZOA operate in fifteen countries on and on three continents. At ZOA we provide relief to people affected by conflict or natural disasters, contribute to a new perspective of hope in which people work together for a promising future in dignity and mutual trust. Together with the affected communities, we work on the recovery of their livelihoods.
In Uganda, ZOA has offices in Kampala, West Nile (Arua), Acholi (Nwoya), and Karamoja (Amudat). ZOA Uganda works both in relief and recovery on the themes of food security & livelihoods, WASH, primary/accelerated/vocational education, and conflict management with a special focus on land security.
About the position
The Logistics Officer is responsible for overseeing procurement, fleet, assets and warehousing aspects of ZOA West Nile operation. He/ She will work closely with Project Staffs, Administrator, and Programme Manager. Logistics Officer is instrumental in supporting program activities through his/her services
Major responsibilities:
Asset Management
- Maintain the asset records for the field office and liaise with the Administrator Kampala for a centralized assets inventory.
- Ensure all the items bought that fall under Asset category according to ZOA Policies are properly registered on the Asset Register with all the required information.
- Maintain a softcopy and manual filing system of the Asset Register for West Nile Programme.
- Liaise with all staff on Assets Management, movement and monitor if the register is properly maintained and matches with the softcopy.
- Ensure quarterly reviews and physically crosscheck the Asset Register with the assets to ensure the asset tags are available on the assets and update the condition of the assets.
Fleet management:
- Ensure that all vehicles and motorcycles are safe and road-worthy and have proper onboard documentation.
- Maintain administrative files for each vehicle and motorcycle.
- Continuous tracking of fleet log-sheets; responsible for the monthly compilation of fuel consumptions & monthly compilation of Log-sheets and submitted on time to Kampala.
- Schedule vehicle planning for day to day use. Oversee and ensure proper use of the vehicles.
- Oversee fuel consumption purchase and tracking including coordination with gas station(s) for Arua, Yumbe & Rhino Camp.
- Organize regular and timely service schedules for vehicles and motorcycles while keeping a maintenance log.
- Manage drivers’ leave schedules ensuring smooth operation of the fleet.
- Ensure drivers and riders are trained.
- Ensure security measures for vehicles such as parking, storage of keys, emergency supplies etc.
- Ensures that security incidents reports, accidents reports are completed and filled including all vehicle and motorcycle incidents.
- Responsible for overseeing of vehicle rentals including tracking of leases and payments.
Procurement Management:
- Tasked with managing all procurement filing for both electronic and hard copy documents.
- Ensure goods are received using ZOA standard document and release of goods follow standard stores management procedures.
- Manage minor repairs at residences and office (Plumbing, electrical and general) and payment of utility bills.
- Help in the enforcement of the proper use of procurement ceilings and approval procedures.
- Assist Program and Finance Personnel in regular procurement planning meetings.
- Render support in the gathering of quotations and bids from the market for PRs as per ZOA standards and formats;
- Regularly interact with contractors, in coordination with program staff and as directed by supervisor;
- Ensure that the required documentation of supplies and transactions are completed to ZOA standards.
Qualifications and Experience:
- Bachelor’s Degree and/or Diploma (with at least 5 years relevant experience) in Logistic and Supply Chain management, BBA and other related fields.
- Significant background in humanitarian response activities.
- Three years’ experience in Logistics and Administration management preferred.
- Good writing, communication, organization, prioritization and negotiating skills.
- Good (English) verbal and written communication skills preferred.
- Computer literacy skills i.e. full knowledge of office applications.
- Keen attention to detail and ability to complete tasks in a timely manner.
- Excellent teamwork abilities and interpersonal skills.
- Demonstrated flexibility, creativity, and enthusiasm as well as a willingness to learn and to be continually adaptive within a dynamic and often self-directed working environment mandatory.
- Highly proactive, problem-solving action orientation is essential.
- Proven high Moral and Integrity is an asset.
How to apply:
Applications should be in English and include the following:
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.
Concise and accurate CV with salary expectation. The CV should include information about your qualification, relevant training courses, Work experience, name and contact details of 3 relevant “Professional” references.
Please send your Cover letter, CV, and Academic certificates by email tohr@zoa.ugby 20th July 2018 5:00 pm clearly indicating position name in the subject line. We thank applicants for their interest in the position, however; only shortlisted candidates will be contacted.