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General Description of the Programme
The GOAL Uganda country programme has six main programmes. The principal areas of focus are HIV/AIDS, disability, child protection, emergency response and crisis recovery. These programmes are coordinated from the Country Office in Kampala.
General Description of the Role
To manage the Logistics Function in GOAL Uganda (at Country Office and 6 Field Office levels) with the aim of:
- providing effective and timely logistics support, (security, procurement, premises, stores & fleet management, communications and IT) to programmes;
- ensuring that GOAL logistics work is carried out in compliance with GOAL and donor requirements;
- continuing to improve logistics systems that are in place, amending as necessary;
- ensuring that IT and communication systems are adequate and are well maintained;
- ensuring that field and country offices are adequately set up;
- serving as security focal point for GOAL Uganda, and;
- building the capacity of GOAL logistics team
Key Duties
General
- To familiarise self with and comply with all the policies outlined in the new GOAL Logistics Manual;
- Identify training needs and support training to all logistics staff and management team on the GOAL Logistics Manual & GU Security procedures
- To oversee the completion of the required reports and submission of the monthly logistic reports to the Assistant Country Director and GOAL Dublin.
Human Resources Management
- Manage logistics staff in Kampala, and be technically responsible for logistics staff in other field locations;
- Identify and address any specific capacity building needs for Logistics Coordinator (counterpart)
- Coach logistics personnel on best practice and GOAL's logistics procedures;
- Ensure all performance management activities are carried out as per required schedule (probation evaluations/ mid term reviews/Annual appraisals)
- Identify training or development needs as necessary.
Procurement
- Train & coach all GOAL staff in order-planning and procurement
- Implement and coach the Kampala logistics department in effective systems for management and prioritisation of incoming orders
- Carry out extensive supplier reviews and establish preferred suppliers
- In conjunction with the GU Donor Compliance Officer ensure that all logistics personnel are trained in donor procurement guidelines and that all procurement activities adhere to these.
- Ensure that all Procurement files are completed as per Logistics Manual requirements
Fixed Assets Management
- Ensure that all procedures and documents pertaining to Asset Management as per the Logistics manual are in place and being followed
- Ensure that all assets are recorded as soon as purchased (i.e. prior to being disbursed to the field).
- Ensure on going update and issuing of the Fixed Asset Register to all field locations
Emergency & Crisis Recovery Programmes ( ECR)
- Advise and support the above programmes on all aspects of logistics.
- Ensure that the ECR logistics staff and resources are adequate to meet the needs of the expanding emergency programme and make any necessary changes with the Programme Manager and ECR Programme Coordinator
- Supervise food shopping for international staff based in the field (i.e. ensure that logistics team do this as required).
Vehicle and Driver Management
Supervise Logistics Coordinator Counterpart on following jobs
- Ensuring all aspects of Driver and Vehicle policy are implemented and adhered to
- Ensure that all car movements are well planned and plans are adhered to;
- Ensure that a car / motorbike maintenance plan is set in place and executed;.
- Ensure that checks related to safety of vehicles are carried out on a regular basis;
- Ensure that timetables are in place for renewing of insurance / taxation / road licences etc and that vehicles at all times comply with relevant legislation;
- Ensure that vehicle usage is controlled and monitored (including fuel usage, etc).
- Ensure that all relevant monthly reports are issued to LogCo on time
Stocks & warehousing
Supervise Logistics Coordinator Counterpart on following jobs
- Implementation of all store management procedures and associated documents in line with GOAL Logistics Manual
- Educate & coach relevant staff in stock management systems
- Ensure that all good are received in store and shipped to final destination according GOAL logistics policies
- Ensure that stock reports ( monthly etc) from all locations are received and reviewed on schedule
Premises management
Supervise Logistics Coordinator Counterpart on following jobs
- Management of all logistic aspects related to office compound and guesthouses in all locations through close supervision and planning with the Logistics Premises Officer
- Implement generator management system - including system of Total Cost of Ownership, and mechanical efficiency analysis
- Follow up power requirements & generators
Communication & IT systems
- Ensure that all GOAL personnel are monitored and trained in communication operations and procedures, and that these procedures are adhered to;
- Manage IT Manager, drawing up regular work plans and reviewing implementation;
- With IT Manager oversee development and dissemination of GOAL Uganda IT Policy.
Auditing
- Audit all field offices and the country office on a regular (minimum six monthly) to ensure that logistics systems are being implemented.
- Work with Internal Controls to ensure all audit issues are addressed with required timelines
Security and Safety
- Act as the Security Focal Point for GOAL Uganda on a daily basis. (Note that the CD remains the in-charge on all security matters, and the LogCo and CD will work as a team on these issues);
- Ensure that security guidelines for Uganda in general and field locations are regularly reviewed, and updated where necessary, and implemented;
- Monitor security at all field locations on a daily basis, advising CD of any incidents that occur;
- Compile weekly security report and issue to CD
- Follow up incident reporting ( safety & security incidents) in all bases and ensure that copies of all reports are filed in Kampala
- Ensure that all logistic measures have been designed and implemented in order to ensure safety of all staff;
- Review health and safety in all GOAL field offices and make recommendations for changes of practice where necessary.
Technical Support
- Where possible, LogCo and logistics Department should look to develop technical expertise in relevant areas (with support from GOAL Technical Support Unit TSU where necessary) which can provide additional support to projects and programmes.
- Focal point for any visits from security and logistics representatives of GOAL TSU
Requirements
Essential:
- 3 + years of overseas logistics experience with an International NGO with 1 years experience at Logistics Coordinator level
- A degree in Logistics, Engineering, Business, or related field
- Appropriate skills and experience in the capacity building and training of staff and of developing and implementing systems
- Knowledge of project management, vehicle management, communications systems, IT, procurement, stock control and management systems;
- Experience of working in insecure environments and knowledge of security management systems and approaches for NGO’s
- Ability and willingness to travel, including to insecure environments;
- Strong computer skills in Microsoft packages, including Word, Excel, and Outlook
- Ability to work under pressure to pursue multiple tasks simultaneously to successful conclusions
- Ability to work under own initiative.
Desirable:
- Masters Degree in relevant subject
- Hands-on experience in areas such as repairing/maintaining vehicles, computer and communications systems setup an advantage
- Experience in proposal development, budget preparation and report writing desirable.
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