Summary
Date Posted: Friday, September 01 2023, Base Salary: Not Disclosed

JOB DETAILS:
Purpose
The Logistics & Admin Officer is primarily responsible for ensuring efficient and effective general logistics tasks, admin and HR roles. Coordinate logistics & Admin operations at field office ensuring that accurate and complete logistics, administrative, HR, reporting and internal control systems are functioning in accordance with WCH policies and procedures.

The position is located at the field office (West Nile or South-Western Uganda)

Objectives of the Job
The role Logistics & Admin Officer will include the following key responsibilities;
• Provide effective & efficient Logistics/Administrative tasks
• Timely and quality procurement of goods and services
• Proper fleet management
• Maintain updated asset Inventory
• Maintain stock and warehouse records
• Timely and Quality Reporting
• Support Admin & HR matters

Reports to Team Leader.
The role will have close coordination with Country office Operations team and close cooperation with Finance, and program teams at both field and Kampala.

Roles and Responsibilities
Key Results 1: Provide effective and efficient Logistics/administrative tasks
• Responsible for weekly movement plans for staff and cargo in coordination with Line manager;
• Responsible for bookings of hotels and flights for staff/visitors and inform respective staff/visitors about this;
• Responsible for monitoring efficient usage of office supplies, pro-actively make suggestions for improvements, and preparation of monthly purchase requests;
• Familiarize and increase understanding of field team about the standard operating procedures, process and specific Policies/practices that will enhance collaborative working relationship.

Key results 2: Timely and quality Procurement of goods and services
• Responsible for field procurement of goods/services following WCH and donor procedures.
• Ensures all procurement requests are processed on time and complies with each donor requirements.
• Makes weekly and monthly reports on what has been procured, pending and forecasted.
• Analyzes, evaluates and gives objective recommendations of quotations.
• Sources and liaises with suppliers to ensure effective and timely delivery of supplies.

Key Results 3: Proper Fleet management
• Responsible for coordinating maintenance and repair of the vehicles/motorbike fleet including sourcing for quotations/suppliers at field.
• Ensures the vehicle log books, fuel logs and monthly fuel/maintenance reports are properly compiled, reviewed by line manager and timely submitted to Country Office logistics.
• Ensure the vehicles and bike logs sheets are properly filled with correct data by conducting physical verifications daily.
• Collate transport requests and manage scheduling and administration of fleet to ensure on time movements

Key Results 4: Maintain updated asset Inventory
• Responsible for keeping proper and updated assets register as per WCH and donor requirements.
• Maintain proper asset register and Inventory of all items and equipment in the field office
• Ensure that any assets are approved and recorded before transfer to another user or new location
• Ensure all assets are correctly tagged before allocation to user.
• Identify all faulty assets and propose disposal methods according to WCH and donor requirements.
• Ensures an accurate and updated asset list is shared with the line manager and Logistics/Operations Manager monthly.

Key Results 5: Maintain Stock and Warehouse records
• Ensure appropriate procedures and controls are in place to ensure efficiency of the warehouse operations, minimize losses, and prevent fraud and corruption.
• Assess facilities and infrastructure and develop solutions to address challenges of storage shortage, and recommend and implement improvements.
• Maintain updated stock records and keep the program managers updated on items available in store
• Ensure parcels/cargo are delivered to the responsible persons by immediately informing the receiver when items are delivered to the field.
• Ensures Proper recording of received/issued goods using appropriate WCH templates
• Timely follow up to replenish stock before items are depleted to minimize disruptions.
• In collaboration with other departments, ensures stock controls are in place and effectively used.

Key Results 6: Timely and Quality Reporting
• Responsible for timely preparation of monthly logistics reports eg fuel and maintenance reports, asset inventory and stock
• Review and timely submit monthly reports to line manager and Logistics Coordinator.

Key Results 7: Support Admin and HR activities
• Support in the implementation of HR policies and procedures;
• Assisting in the recruitment & hiring process;
• Coordinate employee on-boarding and induction process. Assist in filing of HR documents according to WCH procedures. And handle any other HR related activities as assigned.
• Record and keep track of staff leave
• Follow up on time sheets for staff
• Maintain an updated record of riding/driving licenses for staff
• Support in archiving of project documents as per request of line manager or senior management.
• Ensures a proper administration and filling of HR documents.

Qualifications and Skills:
• Bachelors in Logistics and Procurement Management or Business Management or a related field
• At least 3 years of working experience in Logistics management is required.
• Fluent in English (spoken and written word)
• Experience with INGO and working with institutional donors is preferred.
• Good communication skills, service oriented and a pro-active attitude
• Logical thinking skills, multitasking and a practical, hands-on mentality
• Result focused and persistent to reach goals
• Good MS Excel skills is preferred.
• Basic IT knowledge is preferred.
• Planning and organization skills, efficient and conscious of time
• Ability to work with a high degree of professionalism
• Accurate, consistent and transparent
• Team player.



Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure

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