Logistics Assistant

at ACTED
Published May 29, 2022
Location Kampala, Uganda
Category Procurement  
Job Type Full Time  

Description

 

About us:

ACTED is an independent international, private, non-partisan and non-profit organization that operates according to principles of strict neutrality, political and religious impartiality, and non-discrimination.

 

ACTED was created in 1993 to support populations affected by the conflict in Afghanistan. Based in Paris, France, ACTED now operates in 38 countries worldwide. ACTED sectors of intervention include emergency relief, food security, health promotion, economic development, education & training, microfinance, local governance & institutional support, and cultural promotion. For more information, please visit our website at www.acted.org

 

The Uganda ACTED mission is looking for a curious, self-driven and highly proactive person to fill the position of Logistics Assistant based in Kampala, Uganda.

 

Job Purpose:

Under the supervision of the Senior Logistics Officer, the Logistic Assistant will be responsible for the day-to-day operational support of the logistics department in ACTED’s Capital Office in Kampala (including support in Procurements, Fleet, Property and Stock/Warehouse activities).

 

The Logistics Assistant will support the department by planning, implementing, and controlling a cost-effective supply chain from the point of origin to the point of consumption.

 

The logistics Assistant will be based initially in Kampala, with frequent travel between other mission bases when needed.

 

Working Relations:

Direct Hierarchy:

Senior Logistics Officer

Internal Relations:

Area Logistics Staff when requested by the Senior Logistics Officer

Admin, HR, Finance, Compliance and Security Team in Capital Office

All ACTED staff

External Relations:

Suppliers and Contractors

Roles & Responsibilities:

  1. Procurements Support.

 

a). To Follow up with Procurements Reporting on Capital level including but not limited to:

 

Order Form follow-up entry and update when requested.

Supplier Database filing and updates when requested, coordinate with his supervisors, to register 100% of new suppliers on the ACTED HoA Supplier Database.

Payments updates with finance using only

b). Procurement Support and Executions Under A (Direct Purchases), B (3 Quotations + PM), Procurement under FWAs and C (3 Quotations+ PM + Contract):

 

Procure the requested items in the shortest possible lead-time and against the most advantageous cost whilst taking into account that quality of the goods must remain within ACTED standards.

Receive order forms for local purchases done from the concerned requester after authorization and update Order Form follow up

For ready-signed Framework agreement, to issue Purchases Orders and prepare them for approval and execution.

Request price quotations from various suppliers for preparation according to the lead time communicated by the Senior Logistics Officer.

Analyze quotations using the Procurement Memos to ensure ACTED obtains the best possible value for money.

Submit selection to the Senior Logistics Officer for approval according to the financial rules of the Delegation to the Purchaser.

Prepare contracts based on fair and transparent negotiations with suppliers within given timeframes

Match invoices, stock reception forms and service completion certificates to contracts, filing copy documentation and transferring to Finance for payment.

Ensure follow up of the purchasing process until delivery of the goods and ensures official handover of items against signature of receipt.

Upon request and in exceptional circumstances handle petty cash purchases upon requests.

Provide any support for the good functioning of ACTED Logistics department whenever requested by ACTED Management.

c). Procurement Support and Executions Under D (National Call of Tender), E (International Call for Tender).

 

Prepare and draft Tender documents, according to the Procurement Scenarios and as per requested by the Senior Logistics Officer

Support in the execution of quality check with requester as per his/her line manger directions.

d). Accountability, Transparency and Compliance in procurement:

 

Accountable for overall compliance with the procurement procedures. Advise supervisor and colleagues on solution-oriented methods to conduct large and intense procurements while adhering to policies timelines;

Conduct himself/herself both professionally and personally in such manner as to bring credit to ACTED and to not jeopardize its humanitarian mission.

e). Framework Agreements and Supplier Management:

 

Support in FWAs preparation and documents drafting.

Ensure 100% of FWA documentation is correctly filed in hard-copy and electronic-copy.

Follow-Up on supplier management issues, including late delivery, late payment, and quality assurance concerns within one day of identification.

  1. Transport:

 

Planning movements and scheduling drivers.

Monitor monthly fuel consumption and rental expenditure.

Prepare and check all documentation related for fleet management (fuel slips, logbook, OF and Purchase Order)

Submit original procurement files to the Finance Department, keeping copies on-file in Logistics server according to filing rules.

Receive Order Forms, prepare documentation to close cash advances (e.g. for payments made for car washing, airport parking, or other activities defined in General Memos for direct purchases under scenario A and as per scenarios PP.

Create and maintain a folder for Motorized Assets Follow-Up and update the report on monthly basis sharing needed information to complete the carbon foot print report with his supervisors.

  1. Stock

 

Prepare Stock Reception Forms and Stock Cards upon receipt of deliveries to ACTED Capital Office in Kampala, as well as Packing Lists, Waybills and Stock-Exits as needed.

With the Senior Logistics Officers, and/or Transport Assistant carry out monthly Inventory and forecast bulk-stock requirements for stationary, kitchen supplies, and other office equipment.

Make sure to have an up-to-date Inventory report for all Supplies in the office.

  1. Filing

 

Create separate folders for each reporting documents/per month in addition to file 100% of hard-copy documentation for each procurement.

For procurement under his/her direct responsibility, ensure soft copies of 100% of all documents produced in the Capital Office are electronically filed in the correct location on ACTED’s Logistics Server.

Follow-up on transmission of original and soft-copy documentation to Compliance according to defined timelines and audit schedules from Acted Basses in HoA.

  1. Reporting requested in Summary.

 

Register 100% of new orders on the Capital Order Form follow up and record the progress of each procurement until the completed file is transferred to Finance for payment.

Send the OFFU to the Senior Logistics Officer on weekly basses and when requested.

Preparing the Other Property Follow-Upeach month for the office.

Preparing the Monthly Stock Inventory Report

Preparing the Transport Follow-Upeach month.

Update the Supplier Database to readily avail as when requested by the Senior Logistics Officer

  1. Protection Mainstreaming:

 

Promoting and adhering to the Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual workers et al)

Required Job Qualifications/Experience, & Skills:

 

Prior experience of at least 03 years in Logistics, Procurement, or Supply Chain Management. Knowledge of the humanitarian sector is an asset.

Holding a Bachelor's degree in Procurement & Supply chain Management, Business Administration or similar. Post Grad and being a member of professional supply chain/procurement association added advantage

Highly organized, detail-oriented, and able to prioritize tasks to meet deadlines.

Diligent, dedicated, and able to see complex procedures through to completion.

Able to communicate complex information clearly, with excellent interpersonal skills.

Self-motivated, able to work independently or as part of a team.

Fluent in written and spoken English.

Excellent computer skills including Microsoft Office (particularly Excel, Outlook, and Word).

 

How to apply

 

Highly motivated and qualified Uganda Nationals with the required skills are invited to submit their applications with the subject line: APPLICATION FOR LOGISTICS ASSISTANT– UGANDA

Curriculum Vitae (Maximum 03 Pages)

Cover Letter (Maximum 01 Page)

Cover Letter and CV must be shared as a single PDF document i.e with the Cover Letter being on the first page and CV starting on the next page, detailing 03 work referees and their day time contacts. Please do not attach any other documents while sending your application. If required they will be requested at a later stage.

Drop files here browse files ...