Action Africa Help International NGO Logistics Coordinator Jobs in Mbarara - Uganda

Action Africa Help International NGO Logistics Coordinator Jobs in Mbarara - Uganda

Action Africa Help International (AAH-I) is a regional African-led non-governmental organization that supports livelihood-challenged communities in East and Southern Africa to sustainably improve their well-being and standard of living.

With Country Programmes in South Sudan, Kenya, Somalia, Uganda, Zambia, Djibouti and Ethiopia.

AAH-I has over 30 years’ experience working with communities in conflict and post-conflict situations, including refugees, internally displaced people and host communities.

More recently AAH-I has expanded its activities to work with other marginalized communities, including pastoralists and people living in informal urban settlements.

Reports to:

  • Country Director

    Liaises with:
  • Finance Manager and other members of SMT, Programme Area Managers, Programme Administration and Support Officers

    Staff reporting to position:
  • Procurement Officers and Assistants in field offices (technical line report), Procurement Assistant Kampala

    Duty Station:
  • Kampala with regular oversight visits to field locations

    Job Summary:

    The focus of this position is to ensure AAH Uganda (Kampala and field locations) fully complies with all procurement, warehousing and asset management policies and procedures as described in the AAH-I Finance Manual together with any additional specific donor regulations.

    Efficient and effective procurement services will be provided backed by complete documentation and applicable signatory levels and stock and assets will be managed accordingly.

    Duties & Responsibilities

    Procurement:

  • Ensure all procurement procedures are routinely followed with POs, contracts and framework agreements entered into following due diligence and Procurement Committee approval, and that the PC members understand their responsibilities in this role both in Kampala and field locations.
  • This includes PIs, CNs, RFQs and transparent evaluation of tenders or bids in coordination with the Procurement Assistant and procuring managers.
  • Ensure the CO has fully documented process for selection of Pre-Qualified Suppliers and that any suppliers added to or removed from the list is done according to laid down procedures, including clear documentation with approval from the Procurement Committee (PC) and ultimately the CD.
  • Lead the senior team to develop Framework Agreements after complete due diligence.
  • Carry out programme purchases in a timely and transparent manner, ensuring that AAH Uganda procurement policies and procedures are followed and with an optimal relation quality/price.
  • Ensure that procurement on a regional level is carried out efficiently and effectively and all procurement procedures are implemented.
  • Collaborate with relevant Programme Area Managers and support field engineers (where available) for best implementation through contract for construction and rehabilitation projects.
  • Ensure goods and materials supplied are as per specifications and supplied at the best prices in coordination with technical colleagues as required.
  • Co-ordinate the dispatching /receiving of goods with the store keepers and field vehicles/transporters where applicable.
  • Generate a weekly procurement tracker to be shared with all relevant coordinators and managers.
  • Monitor the performance of selected suppliers, document areas of concern for future reference and recommend alternatives where necessary.
  • Preparation of monthly, quarterly and annual reports on procurement.
  • Manage, maintain, update and co-ordinate the programme’s forward procurement plan and register of contracts, liaising with procuring managers and coordinators for updates to procurement plans through provision of guidance and expertise.
  • Establish and maintain a central register of main contracts, develop appropriate data bases for key suppliers and main contractors.

    Warehousing and Asset Management:

  • Ensure that AAH-I warehousing and asset management policies and procedures are followed in all field offices including Kampala with documented independent verification carried out on a routine basis.
  • Coordinate planning, securing of necessary authorisations, transport procurement, and reception for all movements of goods.
  • Manage supplies and ensure basic distribution, tracking and stock controls are in place and effectively used, reaching end users in an efficient, accountable and cost-effective
    manner and in coordination with programme staff.
  • Maintain a particular focus on warehousing and stock control of vehicle spare parts under UNHCR programming and the correct storage and disposal of used parts including oil and tyres.
  • Ensure separate asset lists are maintained for UNHCR procured assets.
  • Liaise with Finance Manager for cross recording of assets in the finance system as required.

    Management, reporting and analysis

  • Lead, manage and motivate the logistics and procurement staff in Kampala and field offices, ensuring they have clear responsibilities and objectives and receive meaningful feedback on their performance in coordination with Programme Area Managers as appropriate.
  • Provide advice and support to senior management on logistics issues and crucially at time of proposal development and collaborate with staff on budgets, technical aspects of the programme and implementation mechanisms as required, including review of Procurement Plans.
  • Ensure weekly updates on all logistic issues are received in Kampala from field locations so that oversight is maintained.
  • Ensure technical input is provided to the performance review process of all logistics and procurement staff based in field locations and in conjunction with the Programme Area Managers.

    Key Performance Indicators (KPI’s)

    Amounts: (Value of financial cost savings or reductions)

  • Amount of savings realized as a result of efficient procurement planning
  • Amount of expenditure not exceeding specific procurement budgets

    Time: (Timely Reports)

  • Periodic reports on pending procurements are delivered to projects on time
  • Timely updates of the procurement manual and projects on new changes in legislation for compliance purposes.

    Audits: Issues

  • No disallowances or audit queries in relation to procurement processes or warehousing and asset management.

    Qualifications Skills and Experience
  • Minimum of a Bachelor’s degree in Procurement and Logistics Management, Supply Chain Management, Stores and Supplies Management, Logistics or a related qualification from a recognized institution
  • Possession of professional qualification -Chartered Institute Purchasing &Supply (CIPS) is an added advantage
  • At least 3 years of experience in similar or higher position
  • Good judgment, strong communication skills and high integrity
  • A clear understanding of procurement ethics and donor compliance is essential.
  • A demonstrated ability to multi-task and process information into action such that program activities are not delayed.
  • Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently.
  • Ability to prioritize, problem solve and simultaneous attention to detail as well as strategic vision are essential.
  • A strong commitment to teamwork and accountability
  • Well-developed analytical and reporting skills
  • Excellent inter-personal and communication skills
  • Able to capacity build and develop others
  • Commitment to the organizational values

    Application Instructions
  • Interested candidates should email application letter and CV (with 3 referees) addressed to recruitug@actionafricahelp.org to be received by 1st April, 2019.
  • The email Subject Line must show the job title of the position applied for. AAH-I is an equal-opportunity employer.
  • We thank candidates for their high interest in the opportunities we publish on our website. Due to the high number of applications we receive, we will only get back to shortlisted candidates.
  • AAH-U does not charge a fee at any stage of the recruitment process nor does it use recruitment agents
  • For more information and job application details, see; Action Africa Help International NGO Logistics Coordinator Jobs in Mbarara - Uganda

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