ZOA Uganda is looking for a Logistics & Admin Assistant to be based in Palabek Office.

Your challenge

The Logistics & Admin Assistant provides day-to-day logistics and administrative support to the ZOA Uganda Acholi Programme, ensuring that programme teams have timely, compliant and well-coordinated access to the goods, services, transport, stores, assets and basic IT support required for effective project implementation. The position supports the Programme Manager Acholi and works in close coordination with the Logistics Coordinator in Kampala to ensure that logistics systems are applied consistently in line with ZOA policies, donor requirements and internal control standards.

The role has a strong operational focus on supporting field implementation and other programme activities in Acholi-Palabek Lamwo related locations. In line with logistics and administration roles across ZOA country offices, the post holder contributes to efficient supply chain management, transparent procurement processes, safe and cost-effective fleet coordination, proper stores and asset control, and reliable basic IT support for staff and office operations.

Your main tasks and responsibilities

Procurement

Supports in the procurement, reception and storage of purchased goods and services for programme activities in accordance with ZOA procurement guidelines.
Keep accurate and transparent records of all logistic or procurement transactions in ZOA Manager
Responsible for keeping an updated procurement tracker of goods and services ensuring sharing of information including supplier databases, completeness of documentation and correct approvals obtained for acquisition, purchase, contract management and tender procedures in accordance with the ZOA Procurement Guidelines.
Responsible for the safeguarding of all ZOA assets and maintaining and updating assets register and submit quarterly assets list to Logistics Coordinator including asset owner, condition of assets, chargeable projects and any repairs or maintenance needs and ensuring all assets are tagged accordingly
Vehicle/fleet management

Ensure monthly reporting on mileage, fuel consumption, as well as repair and maintenance costs.
Coordinate field transport, servicing vehicles & motorcycles and ensure that all are safe, road-worthy and have proper on-board documentation.
Follow up, receive and enter log-book information monthly and send reports to Kampala Coordination Office
Assisting Program Manager in ensuring vehicle maintenance is carried out according to schedule/required maintenance and repairs are done in time.
Responsible for ensuring timely renewal of motorcycles insurance
Coordination of transport for both staff and materials to respective field locations
Stores and asset management

Keeping track of office consumables in all ZOA Acholi offices and ensuring their availability using stock cards
Organize storage of goods and assets at ZOA Acholi offices
Assists in safeguarding of all ZOA assets and maintaining and updating assets register and submit quarterly assets list to, including asset owner, chargeable project and any repairs or maintenance needs
IT Support

Maintaining oversight of all ZOA Uganda Acholi internet subscriptions and ISPs, including tracking usage and setting limits as needed (in discussion with the MoO).
Focal point for ZOA Uganda Acholi-Karamoja for IT support (in coordination with ZOA Logistics Coordinator ,Kampala)
Ensuring IT assets are maintained and kept in good working condition at all times
Carrying out IT training (at least at introductory level) for ZOA Acholi staff, use of ZOA Manager, access to ZOA Quality Library and use of Office 365.
Other IT support activities as requested by the Programme Manager Acholi or Kampala team, and possibly in liaison with consultants and other external providers.
Office Health & Safety and Security

Coordinate maintenance of Acholi-Karamoja offices and other assets, ensuring safety equipment is in place and well maintained
Responsible that offices are according to health & safety and security standards, in coordination with the Programme Manager.
Accountability

Sensitize all stakeholders (beneficiaries, service providers, partners, government and other) on feedback and complaint mechanisms implemented by ZOA Uganda
Upon receipt of a complaint or feedback, ensure that it is correctly documented following correct reporting procedures
Understand ZOA’s code of conduct and safeguarding policies, ensure adherence to these policies and that project activities are implemented with a “Do No Harm” approach
Knowledge and experience

Minimum of a Diploma in Procurement and Logistics, Administration or its equivalent.
Minimum working experience of 2 years in logistics and Administration, preferably for an (I)NGO
Proven skills in logistics and store management
A good understanding of managing a large pool of assets is preferred
Good understanding of issues relating to fraud and conflict of interest
Familiarity with IT and communication equipment
Good command of English
Skills:

Excellent facilitation, communication skills and writing ability;
Innovative, creative and enthusiastic;
Provides regular feedback, acknowledges success and the need for improvement with Supervisees;
Result oriented and possession of learning power.
Organised and self-managing, with good planning skills
Good computer skills: Ms Excel and Ms Word;
Self-motivator, able to take initiatives with limited supervision;
Attitude/behaviour:

High level of personal integrity;
Reliable person
Ability to work individually as well as in a team
Proactive and focussed
Flexibility and adaptability;
Interpersonal and cross-cultural sensitivity;
Able to work under pressures and meet deadlines;

Please send your resume/CV