Logistics - Transportation/procurement Jobs at Infectious Diseases Institute and other companies

JOB DETAILS:

General Summary
The Transport Assistant provides safe and reliable transportation of project Staff, visitors and materials, keeps the project vehicles in good mechanical and functional condition, ensures compliance with all vehicle related legal and institutional/management requirements.The Transport Assistant provides safe and reliable transportation of project Staff, visitors and materials, keeps the project vehicles in good mechanical and functional condition, ensures compliance with all vehicle related legal and institutional/management requirements.

Key Responsibilities
• To provide safe, comfortable and reliable transportation for project staff and partners/visitors including but not confined to airport pickups, travel within and outside Kampala, Mukono, Wakiso and all other locations as maybe required by authorized staff on project business.
• Ensure that safety belts are worn at all times, there is no smoking in the vehicle and that no alcohol is consumed before driving etc.
• To transport materials and supplies to various destinations as required by authorized staff for Institute business.
• To deliver mail and materials as well as any other written or verbal communication to and from locations designated by authorized staff.
• To keep the Institute vehicle in good mechanical and functional condition including but not confined to regular fuelling, servicing and cleaning of the interior and exterior.
• To perform regular preventive maintenance and minor repairs where possible.
• To notify the Project Administrator of any major repairs necessary and to assist in arranging and overseeing/supervising such repairs.
• To ensure that all required documentation for administrative use such as mileage, fuel usage and trip authorization tracking information is kept up to date at all times in the prescribed manner.
• To ensure that all legal, institutional and municipal requirements and dues are met in good time and/or regularly renewed eg Third-party and Comprehensive Insurance, Parking Fees, Registration and Licenses etc
• To ensure that all reasonable measures are taken to protect the Institute vehicle from theft or damage e.g. by ensuring that it has adequate security and accident features such as alarms and “bull horns”.
• To run general project errands and assume other duties as assigned by the Project Administrator to ensure the sound functioning of the office and achievement of project goals.
• Any other duties as may reasonably be assigned from time to time

Person Specification
• Uganda Advanced Certificate of Education with a credit in English.
• At least Five Years of proven Accident free bus/heavy vehicle driving in Uganda preferably in a reputable institution
• Familiarity with the layout and location of key facilities in Kampala/Mukono, Wakiso and other major Ugandan towns.
• Knowledge of current traffic rules and regulations.
• A minimum of valid Ugandan D permit classes including B and DL(DL(D1) (DM Class Added Advantage.
• Knowledge of basic vehicle Mechanics, defensive driving and 4*4 operation is an added advantage.
• Physical ability and willingness to drive for long hours and occasionally on weekends and/or holidays.
• Ability to prioritize multiple tasks.
• Ability to communicate competently and understand instructions in English and common local language/s.
• Ability to understand and adhere to company vehicle policies and competently complete vehicle related documentation.
• Good communication skills.
• Understands client confidentiality and exhibits a high level of ethical conduct.
• Attention to detail.
• Proactive and able to work with minimal Supervision.

JOB DETAILS:
Overview
The job holder will have to liaise actively with MLC DCC for the implementation of the Documentation Management, and as a general manner with all the logistic team members, all being involved in document production and management. The job holder will also have to coordinate with EACOP PMT Document Control Lead for the management of documents.
The job holder shall observe and shall impose strict confidentiality in the performance of the documentation management all along the course of the Project.

The job holder is responsible to control and archive all customs related documents.
Activities
• Responsible for the administration, distribution, publishing and updating of the controlled all documents and deliverables for logistics activities in UGANDA, using the EACOP Electronic Data Management System, to various parties.
• To set-up documents workflow / distributions matrix for document to be issued by MLC in coordination with MLC Document person in charge
• Liaise with EACOP document control Leader for managing interfaces documents
• Responsible for receipt, registration, distribution, filing and archiving of incoming documents from MLC Contractor.
• Liaise with MLC to receive, transmit and administer technical/Logistics documents through transmittal notes
• Ensure accurate reporting of her/his activities within the MLC Project Control Leader
• Liaise with the EPCmC Document Control Leader and EACOP Document Control Leader to ensure document processing is in line with the EACOP project procedures.
• Filing of all EACOP Logistics correspondence (letters, memos, transmittal notes etc), maintaining EACOP Electronic Data Management System up-to-date
• Follow-up and keep up to date all latest revisions of the COMPANY / project typical documents (templates, presentations, pictures, etc).
• Prepare CD-ROMs / slides / booklets if and when necessary for presentations or meetings.
• Assist the EACOP Logistics team members to maintain an organised filing system in line with the EACOP project filing plan.

Accountabilities
• To ensure accuracy and completeness of logistics Documentation.
• To provide EACOP Logistics Management with insightful documentation reports that effectively allow early identification of deviation, delay with the documentation issuance and implementation of remediation plans where required.

Qualifications and Experience Required
• Technician, or equivalent with sound knowledge in Documentation management through EDMS
• Minimum 5 years of experience in Oil & Gas Industry and minimum 5 years with similar large scale projects & environment.
• Ability to work under pressure and stressing conditions.
• Team spirit and adaptability to an international work context.
• Ability to work in a multi-cultural business environment.
• Good interpersonal and communication skills.
• Fluent in English (speaking and writin

JOB DETAILS:
Job summary
Responsible for coordinating vehicle movement plans to ensure the efficient movement of MTI assets, patients and personnel as required by various MTI departments. Provides planning, support and advice to those making procurement requests and ensures that all assets are timely and accurately tracked. Act as focal person for coordination of all construction works within area of operation.

Job Responsibilities
1. Procurement
• Works with supervisor to ensure that local market surveys are regularly carried out, to ensure a full knowledge of the availability and price of local items.
• Assures all MTI procurement follows MTI and relevant donor procurement policy, procedures, and thresholds.
• Coordinates, manages, and support all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset, and fleet management in the operation. Apply distribution control techniques to optimize stock levels
• Ensures that vendor eligibility screening is carried out in a timely fashion, updated regularly, and recorded appropriately and archived.
• Manages contracts entered with vendors and work closely with user departments to ensure effective and efficient implementation. Ensure timely vendor payment by submitting all required documentation in timely manner.
• Perform any other procurement related duties as & when assigned.
1. Fleet Management
• Responsible for ensuring the ethical use of vehicles and assets in accordance to MTI and donor policies including appropriate fuel consumption monitoring, movement planning, adherence to road and security regulations etc.
• Responsible for tracking the regional fleet budget and submitting for review by supervisor
• Support Drivers in the fueling process in accordance with MTI procedures.
• Instruct staff on travel request procedures and ensure requests are made in accordance with MTI policies.
• Regularly conduct spot checks of vehicles and ensure Drivers are carrying out required vehicle maintenance checks in accordance with MTI and donor policy.
• Review vehicle mileage logs submitted by Drivers to ensure comprehensive records and accuracy; maintain up to date files.
• Compile vehicle file information and maintenance schedules
• Conduct condition assessment on vehicles and plan to support the Fleet Coordinator in decisions on sale, purchase, disposal and insurance needs
• Verify that Drivers adhere to all safety procedures to ensure that vehicles are in optimal condition for the safe transport of personnel and goods.
• Utilize GPS system to track vehicles location and analyze data to determine best movement patterns and use of resources.
• Identify and report any fleet risks to line Manager for action in a timely manner.
1. Construction Management
• In coordination with the Construction officer, support planning for construction inception, implementation, and closer activities
• Coordinate construction works approval process with stakeholders especially DLG
• Ensures construction files are updated on a monthly basis and provide regular progress reports to the construction officer
• Plan and participate in joint monitoring visits for construction sites and timely share reports with line manager

Education, licenses, & certifications
• Bachelors Degree in Procurement & Logistics, Supply Chain Management, Business Administration or related field is required
• Post graduate qualification in related discipline is an added advantage
Experience
• Minimum of 3 years of experience in logistics management (Fleet, assets and Procurement Management)
• Experience working with INGOs is an added advantage

Knowledge, skills & abilities
• In-depth knowledge of inventory, fleet, assets, procurement & construction management
• In-depth knowledge of NGO reporting and accounting as related to inventory and asset management
• Knowledge of Generally Accepted Accounting Principles
• In-depth knowledge of ERP systems
Skills
• Skilled at using ERP systems to manage inventory logistics
• High degree of analytical and financial reporting skills
• Strong administrative skills in managing documentations
• Skilled at using Microsoft Word, Excel and Outlook
• A good command of both written and spoken English
Abilities
• Highly organized with good quantitative ability
• Ability to learn about medicine management and cold chain management
• Ability to act with integrity and ensure security of store goods
• Keen interest to mentor others
• Ability to maintain detailed records with high accuracy
• Ability to support MTI Calling and adhere to the MTI Code of Conduct

JOB DETAILS:
(1 post) (REF: EAC/HR/2022-23/17)
Grade : P1
Office : Department of Finance and Administration
Job reports to: Senior Administrative Officer
Duty Station : Zanzibar, Tanzania

Main Purpose of the job:
To develop and implement the procurement policies and processes by providing Procurement Services to EAKC.

Duties and Responsibilities:
• Review procurement policies of the Commission and make appropriate recommendations for consideration.
• Initiate Preparation of Annual procurement Plan for the Commission
• Maintain the Supplies Manual for the supplies staff of the Community
• Receive and review requisitions for clarity and adequacy of specifications/ to ensure that bidders will be able to respond to the quotation appropriately
• Receive and process purchase requisitions from user departments
• Group the requests and into homogeneous categories and identify sources of supply
• Originate tender documents for approval
• Advice user departments on procurement guidelines in areas such as drawing specifications and terms of reference right.
• Prepare minutes and reports of procurement committee meetings
• Initiate draft notification of awards and regret letters
• Prepare procurement transactions and provide a liaison link between suppliers and user departments
• Follow-up and expedite deliveries
• Carry out inspections to assess utilization and control of supplies
• Update and maintain a database of suppliers
• Update and maintain records of all procurement transactions
• Initiate preparation of annual procurement report.
• Forward certified invoices to Finance department for payment
• Perform any other duties as assigned by the Management from time to time

Qualifications and Experience:
Bachelor’s degree in Business Administration/ Procurement and Supplies or equivalent.
Minimum of five years of relevant practical experience in the field of Procurement for Goods and Services .

Skills and Competencies:
The ideal candidate should demonstrate competence in use of standard Computer applications such as Ms Word, Excel, PowerPoint, Good Customer Relations, Negotiation skills, effective Communication and Report writing skills. Excellent written and Verbal communications in English and Kiswahili. Proficiency in the application of IT systems such as SUN systems/ SAP or Oracle Financials will be an added advantage

Eligibility for applications:
Applicants from all Partner States are eligible to apply for the above position.

Terms and Conditions of Service:
The above position is tenable for a contract of five (5) years renewable once.
This position is subject to the application of the Quota System.

Fringe Benefits:
The established posts offer attractive fringe benefits including housing allowance, transport allowance, education allowance, a medical scheme, and insurance cover.

Education Qualifications:
All candidates applying must have qualifications that are recognized by the relevant national accreditation body in their respective Partner State. This condition is applicable for locally and internationally attained qualifications.
All professions that require registration with the specific professional bodies will be expected to do so in compliance with the requirements of their respective Partner States.

Relevant Working Experience:
Internship, training and apprenticeship will not be considered as relevant work experience.

Equal Opportunity:
The EAC is an equal opportunity employer; therefore, female candidates are particularly encouraged to apply. EAC will only respond to those candidates who strictly meet the set requirements.

JOB DETAILS:
Methods Officer

Main Duties and Responsibilities:
Due Diligence Compliance:
• Maintain an extensive understanding and assist to reinforce the implementation of TEPU’s Due Diligence rules on a day-to-day basis throughout the different functions.
• Work closely with C&P Team and Compliance Team to ensure active vendor compliance to the Due Diligence process.
• Provide information to management by assembling and summarizing TEPU Suppliers panel; preparing reports; making presentations of findings, analyses, and recommendations.
• Capitalize information and communicate Vendors Due Diligence status to our Internal stakeholders within our Internal databases of Information.
• Promote and implement the Compliance Program of the Group through Third-Party Due Diligence audits.
• Update of Processes / Procedures / Key Performance monitors and particularly;
• Draft, update and implementation of referential procedures and the Group Company Rules relating to procurement activities.
• Ensure consistency and keep updated C&P local referential and its respect by users.
• Implement the archiving policy for all supply chain documentation within the defined storage locations in affiliate and Group and keep updated an archiving tracker of the C&P entity.
• Conduct induction sessions for onboarding new personnel within the affiliate and external stakeholders to increase knowledge of the supply chain processes and values of the affiliate.
• Implement and follow-up action plans related to audit findings.
• Oversee Markets intelligence/monitoring:
• Gather and process information on purchasing, markets regionally and with local suppliers.
• Conduct regional and local market surveys to establish an understanding of the supplier market per category with a view to supporting the National Content team with improved Local content maximization, drive the registration to the Petroleum National Supplier Database wider pool of strategic partners that improve the supply chain performance.
• Support Buying and Contracts engineers when performing market studies.

Supplier Management:
• Implement an efficient Supplier management process within the affiliate through pre-qualification rounds, performance monitoring, promotion of progressive qualification of local suppliers in line with National Content targets for sourcing locally available goods and services.
• Improve and keep updated the supplier pre-qualification process/procedures in line with the Group referential and best industry practices.
• In collaboration with TGP division, participate in the development of a reference supplier database for the Group.
• Maintain a local supplier data base to support market intelligence, trends analysis and selected procurements.
• Support contracts engineers when performing supplier evaluations and remain accountable for the proper record keeping of the outcome of the evaluation exercises.
• Identify of the affiliate ten top suppliers and coordinate with the Contracts and Buying teams to perform the annual performance evaluation of these identified.

Analysis/Reporting:
• Develop quarterly third-party Due Diligence status and trends reports and submit to C&P Manager, Affiliate Compliance Manager and Group Audit team.
• Follow up the update and alignment of affiliate C&P procedures with Group referential and regulatory requirements.
• Communication:
• Facilitate the internal communication between C&P and other entities of the affiliate for procurement matters
• In liaison with the National Content team, support quarterly supplier development engagements
• Liaise with the TGP division about procurement activities and promote exchange of information with the other Affiliates and with the external entities about procurement activities.

Candidate profile
Qualifications & Experience:
• Bachelor’s degree in Business, Law, Procurement, or related field.
• 5 years’ experience in a business, legal or commercial role. Experience in contracts & procurement function in the Oil & Gas Industry is an added advantage.
• Very good knowledge of Supplier category management is also an added advantage.
• Advanced Management and Human Relations, Planning and problem solving oriented, strong organization and coordination skills, excellent analytical and communication skills.
• Advanced level in Contracts technical Competencies required.
• Good written (drafting) and verbal communication skills.