The Logistics Assistant will provide support to carrying out urgent activities and the filing and archiving logistical documents.
Key Duties and Responsibilities:
Purchases management and Application of HI Procedures:
Ensure that the purchases meet the needs, cost, quality & delivery time requirements, having in mind quality & sustainability of the purchased items.
Verify and crosscheck purchase needs and requirement with the adequate requesters in matter of packaging, minimum quantities and quality.
Check the quality of the items you purchase and inform your line manager in case of item non appropriate or any other problem.
Track the status of any orders
Ensure the collected purchase documents are compliant with HI procedures and provide them to the logistics and administration departments after completion of purchases
Ensure a good communication with the requesters at all levels of the purchase process.
Clear the advance taken from the administration every week based on the purchase documents
With cooperation with the store keeper, ensure the reception of the local freight (from suppliers or other bases), control the quantity and the quality of the received items and validate the reception.
Upon request, prepare all the documents needed to make a complete Purchase File (quotation request, Purchase Order, Reception Form, Delivery Form…)
Inform your line manager in case of any missing document that doesn’t allow the good respect of procedures
Check that all the documents needed for procedures are correctly filled, contain all the information needed and are written in appropriate language.
Negotiate the price, delivery time and other purchasing terms with the suppliers.
Identify new potential suppliers to develop our supplier list and create new sourcing opportunities
Stock Management
Alert the logistics Officer about any Storage space issues linked to the operations of reception, Transport, storage preparation and delivery of the goods.
Prepare and fill all documentation regarding IN and OUT movements of goods and update stock cards and stock report accordingly. All items in stock must be registered on stock cards. All movement of items in stock must be registered in the Stock report. All files are updated according to HI policy;
Maintain storage areas and archiving area in a clean and orderly manner at all time;
Maintain the security of the goods and the persons working in the warehouse;
Whenever needed and possible, edit maximum and minimum level for all the goods in stock. The buffer stock should be defined by the Logistics Manager and PM in charge;
Monitor the supervision of the loadings and unloading of the goods, with the possible support of the drivers.
Stock reports are updated at all time (consumption, stock movements, and stock levels). At the end of each month, send the stock follow up to the Logistics Officer and Logistics Manager;
Make a physical inventory at the end of each month, or upon request;
In the absence of the Logistics Officer, cover the tasks of the latter with the support of the Logistics Manager
Support in the Stock Management at Omugo Warehouse whenever requested by the Logistics Manager
Premise Management
Support and Follow up on the needs of HI premises in Kampala (Offices, Guest Houses)
Ensure the supply of gas, drinkable water and other welfare items in the office and accommodations;
Perform the minor maintenance of the premises;
Participate and supervise major maintenance operations done in the premises;
Perform inventory set up and follow-up of the premises;
Be the focal point for Hotel accommodation of visitors (booking, follow up and communicate them to the Logistics Officer and Manager
Fleet Management
Compile the Weekly Movement plan needs in close relation with the other departments and other bases.
Ensure that all the vehicles have their security equipment (triangle, fluorescent life-jacket, first aid kits, fire extinguishers, etc.);
Ensure proper filling of vehicles and logbooks (daily and weekly);
Communicate the needs of maintenance service to your line-manager and plan for the related operations;
Update the monthly motor cost follow-up is properly and accurately filled out
Report any issue linked to fuel, fleet to the line-manager
Communicate the security information to the drivers upon request from your Line Manager.
Make proper Scanning, Photocopying and archiving of the Logbooks, Checklist of each Vehicle on Monthly Basis.
Filing and archiving the mission’s substantiating documents / Updates of the Logistics Tools
Compile the Weekly Movement plan needs in close relation with the other departments and other bases.
File supporting documents in compliance with the requirements of the mission’s donors, legislation and HI procedures.
Take regular copies of and archive supporting documents in compliance with the mission’s donors’ requirements.
Support in the preparation of the Monthly File related to Audit of the donor.
Support in the updates of the Procurement monitoring Chart
Support in the required documents related to the management of the Equipment
Support in the Scanning, Photocopying of the Logbooks, Fuel Vouchers for the program
Make proper Scanning, Photocopying and archiving of the Logbooks, Checklist of each Vehicle on Monthly Basis.
Support within the program logistics department at mission level
File supporting documents in compliance with the requirements of the mission’s donors, legislation and HI procedures.
Conduct field visits
File supporting documents in compliance with the requirements of the mission’s donors, legislation and HI procedures
Qualifications, Skills and Experience:
The ideal candidate for the Handicap International (Humanity & Inclusion) Logistics Assistant job must hold a Bachelor’s Degree in Business Administration, Business Management or Logistics
One year of driving experience with a Class B
Previous NGO experience is an asset
Competencies:
Organizational Skills
Good Computer skills (Microsoft office)
Good communication Skills
Computer Skills
Advanced MS Excel skills;
Familiar with MS Office (Word, Excel) and internet;
Personal Qualities
Punctual and organized Person
Flexible
Ability to work under stress
Starting Date: June 2019
How to Apply:
All suitably qualified candidates who wish to join Handicap International are encouraged to send their updated CVs (3 pages max, including three professional references) with cover letters to HR Department at recruitment@uganda.hi.org with the subject: Application for Log. Assistant