Program Background

The Agrifood System Transformation for Youth Employment (ASTYE) Uganda program

ASTYE is a 5-year transformative initiative designed to enable dignified and fulfilling work opportunities primarily for financially disadvantaged young women, refugees, and vulnerable groups by addressing structural barriers in Uganda's Agrifood system. Aligned with Uganda’s Vision 2040, the National Development Plan and Government of Uganda Agriculture Value Chain Development Strategy, the program will contribute to national efforts toward poverty alleviation, economic growth, as well food and nutrition security. Additionally, ASTYE is part of the Mastercard Foundation’s Young Africa Works strategy in Uganda, which aims to empower 4.3 million young Ugandans, particularly young women, by addressing structural barriers to employment and providing them with the skills and resources to succeed.

Specifically, GOAL will implement component one to reach 500,000 financially disadvantaged young people, with 400,000 transiting into work and 320,000 securing dignified and fulfilling work. As the program is young women-centric, 80% of the total outreach target will be young women within Uganda's agrifood ecosystem. Furthermore, 3% of the total youth in work target will be refugees, and another 3% will be people with disabilities.

General Description of the Role

The Logistics Officer is responsible to work closely with the programme teams under the supervision of the Logistics & Procurement Manager to ensure delivery of Procurement and logistics functions in line with project needs, GOAL standards and donor requirements. He/she will have a key role in delivery of GOAL policies and procedures in the region. Will input to continued innovation and improvement in procurement and logistics services.

The key responsibilities of the role will be:

Fixed Assets Management

• Ensure all assets received from Kampala have asset codes.
• Ensure all assets have asset cards filed in hard copy and on SharePoint.
• Ensure the fixed asset register (FAR) is updated regularly and accurately.
• Brief immediately the Logistics & Procurement Manager if any issues arise in terms of assets management.
• Manage the shipment of all assets to be repaired; fill out equipment repair form before any repairs of equipment/asset and follow up.
• Ensure that disposal/damage loss report for assets is filled in and have it signed off by the Logistics & Procurement Manager.
• Ensure regular updating of GOAL inventory at Fortportal/Hoima offices. All inventory should be engraved.

Stocks and Warehouse Management

• Implementation of all stores management procedures and associated documents in line with GOAL Logistics and stock management Manuals.
• Educate and coach relevant staff in stores management systems and standards.
• Responsible for managing the logistics stock, including the stationary store, and ensuring that the warehouse is clean, well-arranged and maintained at all times.
• Fill, for all movement of goods in and out the stores, all documentation according to the GOAL Logistics Manual (goods received, stock cards, delivery documents/waybill and packing lists and donation certificates)
• Do a physical weekly stores checklist, monthly (30%) and 6-monthly (100%) physical inventory and stock takes
• Monitor that all stores are kept clean and ensure these are locked at all times and no materials are missing.
• Monitor the minimum stock levels and raise quarterly replenishments.
• Make the monthly stock report and send it to Logistics & Procurement Manager with approval of finance.
• Update all stock cards with all data (GRN, SRF etc.) and separate stock cards held by donor, item and date for pharmaceuticals.
• Ensure Internal Requisition Forms (IRFs) are completed for all items requested from stores
• Reconcile stocks issued for distributions with the distribution lists and leftover donation stock returned to the warehouse, accounted for on the stock cards.
• Keep high value / attractive and moveable items (e.g. spare parts, pool asset) secure and locked. Maintaining the logistics book for moveable equipment up to date.
• Complete Goods Received Notes (GRN) issue and file on receipt of all stock into the warehouse and waybill issued for the movement of stock between locations.
• File all stores paperwork in accordance with the logistics and stock management manual in a secure location.
• Complete and update stock cards for all stock items on receipt and dispatch of stock.

Premises management

• Assure the good condition of all GOAL premises.
• Discuss with finance and logistics all possible maintenance or rehabilitation works needed.
• If requested, get quotations locally and prepare the contracts for the local works.
• Monitor all local works to ensure compliance to contract terms and conditions and provide progress.
• Responsible for hygiene and tidiness in and around the GOAL premises and the disposal of waste in an environmentally responsible manner (guidelines will be given by the Logistics & Procurement Manager).
• Ensure external guard schedule is in place and supervise effectively.
• Ensure all security guards are provided with necessary equipment (phone, torch, rain gear)
• Keep confidential sensitive/security related information pertinent or concerning GOAL.
• Ensure regular health and safety checks carried out in the offices e.g. fire extinguishers, fire / smoke alarms, fire evacuation procedures, fire blankets, first aid kits, drinking water, garbage disposal, repairs & maintenance and all health and safety equipment in place and operational.
• Support the safety and Security Advisor in conducting fire drills at least once a year.
• Ensure office is fumigated for pests regularly, there is adequate security measures in place, waste disposal system in place for all compounds, adequate water supply and appropriate visibility in place at all premises in accordance with donor and GOAL operational requirements.
• Develop and implement replenishments schedule for pep kits, first aid kits and fire extinguishers across GOAL offices.

Hotel Accommodation and Conference Management:

• Ensure hotels accommodation framework agreements for hotels in ASTYE districts of implementation are in place and alerts for renewals shared with the logistics & Procurement manager at least 4months to the end of the contract.
• Ensure framework agreement (FWA) tab is updated on the order tracking sheet (OTS).
• Ensure hotel bookings in Kabarole/Hoima are made timely with proper supporting documentation.
• Ensure monthly reconciliation of invoices with the hotel management and effect timely monthly payments.
• Ensure hotel/accommodation tracker is maintained and updated monthly.
• Coordination of GOAL visitors’ accommodation and movements within Kabarole/Hoima.

Monthly Bills Payments

Ensure routine monthly bills are processed and paid monthly (telephone, internet, security, rent and stores, milk, sanitary, garbage electricity, NWSC, hotel accommodation bills)

Reporting

Compile and share monthly logistics report (Stock report, Asset check, Assets Movement summary report and FWA tab update on the OTS) and send to the Logistics & Procurement Manager by the 4th of every month.

Essential

• Bachelor’s Degree in Logistics and Procurement, Business Administration or Supply Chain Management
• 3 years proven experience in logistics, supply chain, procurement, or warehouse management with an NGO
• Level 4 CIPS

Desirable

• Strong communication and interpersonal skills.
• Ability to collaborate effectively with diverse teams.
• Strong skills in prioritization.
• Excellent organizational and analytical skills with attention to detail.

• Ensure all assets received from Kampala have asset codes.
• Ensure all assets have asset cards filed in hard copy and on SharePoint.
• Ensure the fixed asset register (FAR) is updated regularly and accurately.
• Brief immediately the Logistics & Procurement Manager if any issues arise in terms of assets management.
• Manage the shipment of all assets to be repaired; fill out equipment repair form before any repairs of equipment/asset and follow up.
• Ensure that disposal/damage loss report for assets is filled in and have it signed off by the Logistics & Procurement Manager.
• Ensure regular updating of GOAL inventory at Fortportal/Hoima offices. All inventory should be engraved.
• Implementation of all stores management procedures and associated documents in line with GOAL Logistics and stock management Manuals.
• Educate and coach relevant staff in stores management systems and standards.
• Responsible for managing the logistics stock, including the stationary store, and ensuring that the warehouse is clean, well-arranged and maintained at all times.
• Fill, for all movement of goods in and out the stores, all documentation according to the GOAL Logistics Manual (goods received, stock cards, delivery documents/waybill and packing lists and donation certificates)
• Do a physical weekly stores checklist, monthly (30%) and 6-monthly (100%) physical inventory and stock takes
• Monitor that all stores are kept clean and ensure these are locked at all times and no materials are missing.
• Monitor the minimum stock levels and raise quarterly replenishments.
• Make the monthly stock report and send it to Logistics & Procurement Manager with approval of finance.
• Update all stock cards with all data (GRN, SRF etc.) and separate stock cards held by donor, item and date for pharmaceuticals.
• Ensure Internal Requisition Forms (IRFs) are completed for all items requested from stores
• Reconcile stocks issued for distributions with the distribution lists and leftover donation stock returned to the warehouse, accounted for on the stock cards.
• Keep high value / attractive and moveable items (e.g. spare parts, pool asset) secure and locked. Maintaining the logistics book for moveable equipment up to date.
• Complete Goods Received Notes (GRN) issue and file on receipt of all stock into the warehouse and waybill issued for the movement of stock between locations.
• File all stores paperwork in accordance with the logistics and stock management manual in a secure location.
• Complete and update stock cards for all stock items on receipt and dispatch of stock.
• Assure the good condition of all GOAL premises.
• Discuss with finance and logistics all possible maintenance or rehabilitation works needed.
• If requested, get quotations locally and prepare the contracts for the local works.
• Monitor all local works to ensure compliance to contract terms and conditions and provide progress.
• Responsible for hygiene and tidiness in and around the GOAL premises and the disposal of waste in an environmentally responsible manner (guidelines will be given by the Logistics & Procurement Manager).
• Ensure external guard schedule is in place and supervise effectively.
• Ensure all security guards are provided with necessary equipment (phone, torch, rain gear)
• Keep confidential sensitive/security related information pertinent or concerning GOAL.
• Ensure regular health and safety checks carried out in the offices e.g. fire extinguishers, fire / smoke alarms, fire evacuation procedures, fire blankets, first aid kits, drinking water, garbage disposal, repairs & maintenance and all health and safety equipment in place and operational.
• Support the safety and Security Advisor in conducting fire drills at least once a year.
• Ensure office is fumigated for pests regularly, there is adequate security measures in place, waste disposal system in place for all compounds, adequate water supply and appropriate visibility in place at all premises in accordance with donor and GOAL operational requirements.
• Develop and implement replenishments schedule for pep kits, first aid kits and fire extinguishers across GOAL offices.
• Ensure hotels accommodation framework agreements for hotels in ASTYE districts of implementation are in place and alerts for renewals shared with the logistics & Procurement manager at least 4months to the end of the contract.
• Ensure framework agreement (FWA) tab is updated on the order tracking sheet (OTS).
• Ensure hotel bookings in Kabarole/Hoima are made timely with proper supporting documentation.
• Ensure monthly reconciliation of invoices with the hotel management and effect timely monthly payments.
• Ensure hotel/accommodation tracker is maintained and updated monthly.
• Coordination of GOAL visitors’ accommodation and movements within Kabarole/Hoima.
• Ensure routine monthly bills are processed and paid monthly (telephone, internet, security, rent and stores, milk, sanitary, garbage electricity, NWSC, hotel accommodation bills)
• Compile and share monthly logistics report (Stock report, Asset check, Assets Movement summary report and FWA tab update on the OTS) and send to the Logistics & Procurement Manager by the 4th of every month.

• Strong communication and interpersonal skills.
• Ability to collaborate effectively with diverse teams.
• Strong skills in prioritization.
• Excellent organizational and analytical skills with attention to detail.

• Bachelor’s Degree in Logistics and Procurement, Business Administration or Supply Chain Management
• 3 years proven experience in logistics, supply chain, procurement, or warehouse management with an NGO
• Level 4 CIPS