Logistics and Security Manager job at War Child Canada
JOB DETAILS:

Position Summary:
The Logistics and Security Manager will be responsible for overseeing the provision of timely and adequate logistical, operational and security support for effective implementation and management of all programs and operations implemented by WCC in Uganda. He/she will develop and implement systems and procedures for procurement, storage and stock movement, asset management, transport and fleet management, facilities management and maintenance, and security and emergency plans, ensuring compliance with WCC organizational policies, systems, and procedure.

Specific Responsibilities:
Logistics Management and Support:
• In line with WCC organizational policies and procedures, and in consultation with the Head of Finance and Operations develop and implement logistics policies, guidelines, and procedures.
• Responsible and accountable for ensuring that all WCC organizational and country level logistics policies, systems and procedures are up to date, are fully always implemented and complied with.
• Ensures that all WCC Uganda country program and support staff are familiar with and complying to WCC organizational and country level logistics policies, systems, and procedures, and that any changes are communicated in a timely manner.
• Provide timely and adequate logistics support to all WCC program and operations implemented in Uganda
• Working closely with the programme team and finance/grants team, assist in the design-phase of new projects, and throughout the project cycle, including facilitating and undertaking needs and logistics assessment; and assisting with BOQ and budget preparation.
• Facilitate travel arrangements for WCC Uganda staff and visitors, including transport, visa processes, airport pickups, and hotel accommodations.

Procurement:
• Procure goods, supplies, equipment and services for effective running of the country office and implementation of programs and operations based on appropriately authorized procurement request, within approved budget, in full compliance with WCC policies and procedures as well as donor contractual requirements and ensuring cost-effectiveness and value for money.
• Update and complete documentation and filing of all procurement of goods, supplies, equipment, and services, including procurement, request, collection and analysis of quotations, purchase order, preparation and signing of procurement contracts, quality check, and delivery.
• Receive and forward all procured goods, supplies, equipment, and services and ensure documentation, accountable and proper use for their intended purposes.
• Ensure that procurement of all goods, supplies, equipment, and services meet the requested specification, quality and standards including brand, made, packaging, expiry date and quantity, ensuring full compliance with WCC policies and donor funding contractual requirements.
• Identify and maintain up-to-date suppliers’ information and database, as well as prices of goods, supplies and services regularly procured by WCC Uganda.
• Keep informed of local market conditions, undertake quarterly market assessment of goods, supplies and services regularly procured by WCC Uganda, and make necessary recommendations to the Head of Finance and Operations to ensure cost-effectiveness and value for money.
• Prepare all payment requests and working closely with the Head of Finance ensure that all outstanding supplier payments are made in a timely manner as per the contractual agreements.
• Maintain up-to-date tracking of procurement requests and status and prepare and provide monthly update to the Head of Finance and Operations

Asset Management:
• Supervise, monitor and ensure that all goods, supplies and equipment received and issued are properly documented with goods receiving notes and goods issue/delivery notes and proper records of stock movement are maintained at all times.
• Supervise and ensure that all WCC Uganda goods, supplies and equipment are well maintained, properly stored in all locations and properly used.
• Update and maintain records and database of for all goods, supplies, equipment and services procured, stored and used by WCC Uganda.
• Supervise and maintain up-to-date records of all WCC fixed assets with each asset clearly labeled with WCC sticker and number, and that physical inventories are conducted on quarterly basis, and reports prepared and submitted to the Head of Finance Operations.
• Supervise and ensure that a set minimum stock levels are maintained in all WCC Uganda offices for fast moving items, such as stationery supplies.

Transport and Fleet Management:
• Oversee the effective management of WCC Uganda Fleet- vehicles and motorcycles and the provision of transport support for WCC Uganda programs and operations.
• Ensure that all vehicles and motorcycles used by WCC Uganda, including rented vehicles are properly maintained and repaired, road worthy and meet health and safety standards.
• Oversee the hiring and management of vehicles and motorcycles rented by WCC Uganda, ensuring that up-to-date contractual agreements are always maintained.
• Oversee the development and implementation of weekly and monthly transport plans in all WCC offices in Uganda.
• Manage the supply chain, including the transportation of program goods and services to required locations.
• Ensure that up-to-date logbooks are available in each WCC vehicles and motorcycles, including rented ones, and properly used by all drivers.
• Monitor and prepare fuel consumption repairs and maintenance reports of all WCC vehicles and motorcycles, including hired ones.
• Maintain and update file records for each WCC vehicle and motorcycle including but not limited general details (type, model, year of manufacturing, engine, and chassis numbers), grant/funding it is purchased under, fuel consumption and repair and maintenance history.

Premises and Facilities:
• Ensure that up-to-date lease agreements are always maintained for all premises rented by WCC in Uganda.
• Ensure that all premises rented and used by WCC in Uganda, including offices and international staff accommodations, are properly maintained and meet health, safety, and security standards.
• Ensure that all equipment used in WCC offices in Uganda are properly serviced, maintained, and repaired in a timely manner, and are always in good working condition.
• Manage the payments of utility bills of WCC offices in Uganda, including electricity, water, phone, fax, internet and refuse collection, are paid in a timely manner.

Security and Safety:
• In consultation with the Country Director regularly monitor the external environment in WCC program intervention areas and provide timely and adequate update and advice to staff.
• Assist the Country Director in developing, implementing, and reviewing WCC Uganda country security and emergency guidelines and plans.
• Organize and facilitate the planning and delivery of safety and security training and onboarding to WCC team and drivers
• Represent WCC in relevant external security related forums and coordination meetings as required.

Human Resources:
• Management and supervision of Logistics and Fleet Assistants
• Comply to War Child Safeguarding and other policies

Requirements:
Essential:
• University degree Business Administration with a bias in Procurement, Logistics Management, Transport Administration, Supply Chain.
• A minimum of five-year experience, holding increasingly progressive responsibilities in of working the field of Logistics.
• Experience and/or strong understanding of security and risk management.
• Excellent coordination, organizational, planning time management and supervisory skills with attention to details.
• Excellent communication skills both in spoken and written English.
• Strong teamwork skills, with the ability to interact proactively and collaboratively with management and staff at all levels of the organization.
• Excellent record keeping and report writing skills.
• Demonstrated competence in conceptual, analytical, and proactive problem-solving skills.
• Computer skills (word, excel, outlook, power point, internet).

Desirable:
• Experience working with international organization, charity, is an asset
• Experience in developing and using Logistics information systems and running a range of reports.
• Ability to travel, at times at short notice, and spend time away from work base and home.


JOB DETAILS:

Position summary
The Grants Partnership and Compliance Officer is responsible for overseeing and providing support to project teams and partners to ensure effective grant management, reporting and full compliance with WCC global and in-country internal policies, rules, procedures as well and donor requirements.

Specific Responsibilities
Budget Development:
• Work with and Head of Finance (HOFO) and the Programs team in the preparation of budgets and budgets narrative for new projects. and Project revisions

Project Budget Management, Compliance and Financial Reporting:
• Develop and use tools to maintain/track compliance with donor and WCC policies and regulations.
• Monitor regional, partners’ expenditure, overall project budget/spending, cost allocations and ensure timely and accurate financial reporting
• Ensure completeness and archiving of all financial reporting supporting documents, such as invoices, vouchers, receipts, proof of payments/

Contract and Grant Administration:
• Review all grants agreements signed between WCC and donors and enforce donor policies, rules, regulations, and requirements.
• Develop, maintain, and monitor up-to-date project report tracking system, and assist project and program teams in the development and timely submission of quality internal and donor reports.
• Responsible for project’s grant compliance and risk management.
• Ensure proper contract and project administration, proper record keeping, documentation and electronic and hard-copy files, for all donor contracts, including proposals and annexes, budgets, any amendment requests and approvals, correspondence, reports, audit, and close-outs.
• Work closely with and support the logistics and operation teams to ensure that all procurement, management and disposal of projects equipment, goods and assets are managed in full compliance with War Child Canada internal and donor policies, regulations, rules, and requirements.

Partnership Management: -
• Work with Program team to provide financial management support, guidance, and oversight to partner organizations to ensure successful sub-award management and compliance, implementation, and close-out of sub-awards.
• Support the process of the development of partnerships with local partners including pre-award assessments, the drafting of partnership agreements and monitoring plans to mitigate financial and compliance risks, ensuring compliance with and use of War Child Canada partnership policy and tools.
• Review partner financial reports and provide technical assistance and build partner’s capacity.
• In consultation and coordination with the Head of Finance Operation (HoFO) conduct spot-checks, financial and compliance audit of partners

Support the Training and Capacity Building of Staff and Partners:
• Identify and support the training needs of War Child Canada staff as required
• Mentor, support and build the capacities of relevant staff on grant finance management
• Provide technical assistance to War Child Canada and partners staff as required.
• Provide on-boarding orientation for new partner to cover reporting templates and requirements.
• Provide capacity building, as necessary to partner staff, to meet objectives and ensure quality deliverables

Requirements:
• Bachelor’s degree in Accounting, Finance, Business, or related field.
• Minimum of five years financial management experience in an NGO, preferably an international organization.
• Technical knowledge and experience of managing grants/contracts from institutional donors and donor compliance auditing.
• Excellent financial management skills with experience in budgeting, income tracking, budget monitoring, cost recovery principles and financial reporting.
• Demonstrated ability in developing and implementing grant management systems and procedures.



Job application procedure

Interested applicants are invited to send their curriculum vitae and an accompanying cover letter as one Ms -Word or PDF document of not more than 6 (six) pages saved in your names _ position title, location electronically to:
Email: jobs_uganda@warchild.ca 

Please ensure your application email has the subject heading of ‘Position Title -location and [insert your name]’
War Child Canada is committed to providing a work environment in which all individuals are treated with respect and dignity. Final candidates will be vetted in accordance with War Child Canada’s Child Safeguarding Policy, including appropriate reference and security checks.
Eligible: The position is open to only National Applicants
Deadline for submission is October 14, 2022, 5:00 EAT