• Location:
    Kampala Kampala Kampala Kampala
  • Salary:
    negotiable
  • Job type:
    Full-Time
  • Posted:
    4 weeks ago
  • Category:
    Management
  • Deadline:
    October 4, 2019
  • Languages:
    English

LOGISTICS MANAGER- UGANDA

Position: Logistics Manager
Department: Logistics
Direct Hierarchy: Deputy Country Director
Functional Hierarchy: Country Logistics Manager
Location: Kampala, Uganda
Remuneration: Competitive Package
Starting date: October 2019
Background on ACTED
ACTED is a French humanitarian NGO, founded in 1993, which supports vulnerable populations, affected by humanitarian crises worldwide. ACTED provides continued support to vulnerable communities by ensuring the sustainability of post-crisis interventions and engaging long-term challenges facing our target populations, in order to break the poverty cycle, foster development and reduce vulnerability to disasters. Their interventions seek to cover the multiple aspects of humanitarian and development crises through a multidisciplinary approach which is both global and local, and adapted to each context.
ACTED is looking for professionally confident, self-motivated, experienced and committed team player to fill the Logistics Manager Position in Kampala.
Objective
Under the supervision of the Deputy Country Director and overall guidance of the Country Logistics Manager, the Logistics Manager ensures that s/he performs transparent and efficient logistics activities for ACTED programs.
Duties and Responsibilities:
1. Procurement and supply chain management
1.1. Local Procurement (Scenarios A, B and C)
Account for overall compliance with ACTED procurement procedures;
Follow-up the procurement for all bases in his area of operations (Scenario A, B, C);
Validate the Purchase / Service Contracts for Scenario C procurement, along with Coordination;
Supervise the computerized tracking of all purchases through the Order Follow Up;
Reinforce current procedures and the quality of ACTED internal control, based on ACTED guidelines, donor requirements and results of internal and external audits;
Supervise and coordinate the entire procurement and supply chain, from reception of Order Form to final delivery (Waybill);
Crosscheck achieved market prices
1.2. National Procurement (Scenarios C, D and E)
Planning of substantial procurements with program and base logistics
Account for overall compliance with ACTED procurement procedures;
Assess / control the need for equipment and appropriate working conditions for all departments;
Combine all Order Forms and Requirements to the Capital when required;
Coordinate the field procurement with Deputy Country Director to the bases;
Reinforce current procedures and the quality of ACTED internal control, based on ACTED guidelines, donor requirements and results of internal and external audits;
Supervise and coordinate the entire procurement and supply chain, from reception of Order Form to final delivery (Waybill);
1.3. Procurement Coordination
Inform in timely manner the requester of Orders’ status (pending, purchased, delivered…);
Ensure that Program Manager has dispatched someone for warehouses’ deliveries;
Ensure information flow with other departments and sub bases until final delivery.
Ensure planning is happening at the bases
Reporting in WAM
2. Stock Management
2.1. Physical Control
Account for all program and non-program inventories in the office and sub bases through Logistics Officers and Stock Assistants / Supervisors;
Ensure safety of the stock and materials;
Supervise Stock control and follow up;
Must remain aware of all stock / materials movements between warehouses / bases;
2.2. Documentation Procedure
Ensure overall compliance with ACTED stock management procedures;
Control the filing in of documents in timely manner (at reception, delays are not accepted);
Supervise the computerized tracking of all deliveries and Stock Delivery reports;
Forward all proper documentation regarding the overall delivery and stock process prior payment to suppliers for the Country Logistics Manager;
Consolidate all data from bases covered by his area regarding stocks and inventories, to be sent on weekly basis to Coordination (Every Friday at 6:00pm): Quality Check List, Reception Vouchers, Delivery Reports, and Stock Report.
3. Assets and Property Management (including premises)
3.1. Asset Management
Account for the overall compliance with assets, properties and premises management procedures;
Ensure the safety and effective use of all ACTED assets and properties in the office;
Ensure the maintenance and repairs of assets and properties in timely manner;
Assess the need for additional equipment / premise and coordinate with Deputy Country Director for approval;
Represent the focal person to combine all base requests for equipment / premise to be submitted with appropriate format to Deputy Country Director (Premise Request or Order Form)
3.2. Asset Documentation
Account for the overall compliance with assets, properties and premises management procedures;
Regularly control the Asset Documentation (Asset Card, Maintenance / Repair Card, Monthly Equipment Follow Up);
Ensure that Assets file is updated with all necessary documents (vouchers, technical manuals, repair and maintenance documents);
Ensure that all hardcopies of Assets cards, Assets List and Assets Maintenance Sheets are printed and updated: files must be accessible at all times to Deputy Country Director and any FLAT auditor;
Supervise and control the Asset List by regular audits of the equipment held on the bases under his responsibility;
Control that tags and identification of Assets are clear for all equipment kept in the bases of his area;
Control and consolidate at area level the Monthly Equipment Follow Up report, to be sent to Coordination on monthly basis, every 5th of the month.
4. Delivery (Transport) Management
4.1. Personnel Transportation
Account for the overall compliance with delivery and transportation management procedures;
Ensure that vehicles are being made available upon proper request to Transport Assistant / Supervisor;
Supervise proper use of vehicles for all ACTED staff;
Prevent any misuse of vehicles in regard of policies (Driver’s behavior, speed, pick and drop…);
Control and secure Service Contracts with Suppliers of rented vehicles and trucks;
Oversee air movements to and from Somalia
4.2. Materials Transportation
Account for the overall compliance with delivery and transportation management procedures;
Supervise proper use of vehicles for all program requests or materials transfers between bases;
Supervise delivery of ACTED stock and supplies to appropriate bases accordingly;
Control and secure Service Contracts with Suppliers of rented vehicles and trucks
4.3. Fleet and Fuel Management
Accounts for the overall compliance with the delivery and fleet management procedures (Monthly transport / Fuel Consumption report);
Supervise the running cost of fleet (fuel, maintenance and repairs), including generators;
Regularly control the roaster and management of drivers that must not go against the following constraints unless approved by Deputy Country Director:
No driver shall drive more than 3h in a row, and should take 15-20 min break;
No driver shall be working more than 12h per day;
No driver shall be working a day and night shift in a row;
Every driver is responsible of his car and content: The First Aid Kit should be complete, his phone batteries ready and always available, the NOC required for his passengers at hand;
At any time, the Transport Assistant / Supervisor must know where are dispatched all cars and how many people with the Car Requests and Car Tracking Sheets updated;
4.4. Transport Documentation
Control regularly that all documentation required is filled in timely and precisely;
Supervise the rental Service Contracts for vehicles;
Coordinate with Program Managers to inform them of any delay / problem in satisfying their request;
Provide alternate solutions, in coordination with Area Coordinator’s approval;
Control all documentation related to vehicles (Insurance, Log Books, Fuel Consumption…);
Consolidate and control the Fuel Consumption Follow Up from all Logistics Officers.
5. Telecommunication and Information Technology Management
Accounts for the overall compliance with the Communication and IT procedures;
Supervise and secure effective use of the entire telecommunication and IT system;
Supervise the office’s telecommunication costs;
Supervise the IT officer / Manager in his duties: direct his priorities of maintenance / replacement with Logistics Officers in their respective bases.
6. Procedures and Reporting
Comply with all the reporting requirements from Coordination and Country Logistics;
Present the consolidated monthly reports as required according to ACTED guidelines, every 5th of the month;
Make sure that the FLAT files are updated and well documented;
Provide the Deputy Country Director with a Compiled Logistics Report from his teams on weekly basis (every Friday at 6:00pm);
Provide a Logistics Work Plan for the following week every Friday at 6:00pm, including the following information:
Procurement Status (Order Follow Up, ongoing procurements, deliveries…)
Stock Situation (Deliveries received, damages, stock requests…)
Vehicle Follow Up (Maintenance, Incidents, Suppliers’ relation…)
Assets list (Repartition of assets, maintenance, problems…)
Overall assessment of human resources
Issues faced, problems dealt
Solutions assessed / offered.
7. Human Resources Management
The Logistics Manager must be capable of handling his duties and prioritize his work according to the field emergencies, without skipping the reporting responsibilities. He must guarantee that function by managing his team to the best of their personal skills and be capable of directing them.
That includes having them working within a trustable margin of activities and being capable to control their efficiency, taking the necessary corrective actions. The position of Manager involves the responsibility of a team but also of its efficiency, which means that by having no results over the long term he must be capable of training / sanctions / recommendations for more appropriate position.
Perform other tasks as requested by ACTED Management
8. Protection Mainstreaming
Promoting of and adhering to Prevention of Sexual Exploitation and Abuse policy and guidelines (for site residents, ACTED staff, partner agencies, casual labors).
9. Other
Offer technical support and inputs to other projects in similar sectors (e.g. BOQ design);
Any other tasks as assigned by the Line Manager.
Qualifications/Skills Required:
Education:
· A university degree is required in Business Administration, Management, Economics, Supply Chain Management, Logistics, Procurement.
Experience:
· A minimum of seven (7) years of relevant experience, at the national or international levels, in supply, logistics, procurement, contracting, administration and/or other directly-related technical fields is required.
· Emergency experience an advantage.
Functional Competencies/specific skills:
· Proven capabilities in analysing, great leadership and management is required
· Excellent skills in written and spoken English
· Ability to apply technical expertise in his/her work
· Planning and Organizing / Results and quality orientation
· Flexibility and ability to multi-task under pressure;
· Proven ability to work creatively and independently while strictly following Instructions and Procedures
· Ability to train, mobilize, and manage staff
· Unquestionable professionalism and integrity
How to apply:
Application Procedure:
Qualified Uganda Nationals with the required skills are invited to submit their applications accompanied by detailed curriculum vitae and cover letter as a single document i.e. with the cover letter being on the first page and the CV starting on the second page, detailing three work related referees and contacts to uganda.jobs@acted.org and received on or before 5.00PM on 4th October 2019 with the subject line as;
APPLICATION FOR LOGISTICS MANAGER POSITION– UGANDA. Note that Applications sent without this exact subject line will not be shortlisted.
Please do not attach any other documents while sending your applications, if required they will be requested at a later stage.

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