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.

Job summary

The Logistics and Procurement manager is responsible for working closely with the programme teams 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 into continued innovation and improvement in procurement and logistics services.

Job Functions

Procurement

• Ensure that all ASTYE procurement requests are delivered in a timely manner, while complying with GOAL purchasing systems and the relevant donor guidelines.
• Ensure that all procurement files are completed as per GOAL logistics and financial procedures, and that the paper trail is closed off by handover of all documentation to the Finance Department.
• Ensure trackers for the region are updated (payments tracker, core cost tracker, hotel accommodation tracker and framework agreement (FWAs) tab and the order tracking sheet (OTS).
• Publish procurement documents to vendors, coordinate tender/procurement committees (T/PCOMS) meetings, handle all levels of procurements, always ensuring segregation of roles in coordination with HQ to ensure reviews of all procurements for works/services.
• Ensure the contract database and framework database is updated accordingly, reconciliations are completed monthly with complete paperwork for payments being submitted to finance on a timely basis.
• Ensure extensive supplier and market surveys are carried out and a preferred supplier list (Vendor Roster) and price lists/catalogues are established and regularly updated in relation to the order tracking sheet.
• Conduct quarterly contract management performance review meetings with contractors and service providers in the field offices
• Ensure annual procurement plans are in place and reviewed together with the respective programme leads on a quarterly basis.

Logistics

• Oversee the completion of the required logistics reports (stock, fleet, assets) and timely submission to the country logistics manager for compilation and submission to HQ on a monthly basis.
• Conduct regular supervision visits within the region(s) to ensure good co-ordination and ensure staff have the necessary tools and support to carry out their work.
• Ensure that the logistics and administration officers effectively manage premises, fleet, stock and assets.
• Ensure all organizational assets and premises are insured, timely insurance policy renewals of newly acquired assets and settlement of claims by the insurers.
• Continue to improve logistics systems that are in place and amend as necessary.
• In liaison with the Safety and Access Advisor, ensure the safety and security of GOAL staff, property, and programmes.
• Ensure that field offices are adequately set up and supported.
• Ensure that all procedures and documents pertaining to asset management and stock Management as per the logistics manual are in place and being followed.
• Coach relevant staff in asset and stores management systems and standards.
• Oversee all field rental property contracts ensuring compliance with all terms, liaison with landlords in accordance with the contract and timely, accurate preparation of all internal documentation for payments, reviews and renewals.

Team Management

• Ensure team performance reviews are completed as scheduled, agreeing monthly and longer-term objectives reviewed accordingly.
• Build the capacity of staff in the procurement and logistics department in accordance with the HR Manual and ensure the highest standards of ethics, accountability and professionalism.

• Ensure that all ASTYE procurement requests are delivered in a timely manner, while complying with GOAL purchasing systems and the relevant donor guidelines.
• Ensure that all procurement files are completed as per GOAL logistics and financial procedures, and that the paper trail is closed off by handover of all documentation to the Finance Department.
• Ensure trackers for the region are updated (payments tracker, core cost tracker, hotel accommodation tracker and framework agreement (FWAs) tab and the order tracking sheet (OTS).
• Publish procurement documents to vendors, coordinate tender/procurement committees (T/PCOMS) meetings, handle all levels of procurements, always ensuring segregation of roles in coordination with HQ to ensure reviews of all procurements for works/services.
• Ensure the contract database and framework database is updated accordingly, reconciliations are completed monthly with complete paperwork for payments being submitted to finance on a timely basis.
• Ensure extensive supplier and market surveys are carried out and a preferred supplier list (Vendor Roster) and price lists/catalogues are established and regularly updated in relation to the order tracking sheet.
• Conduct quarterly contract management performance review meetings with contractors and service providers in the field offices
• Ensure annual procurement plans are in place and reviewed together with the respective programme leads on a quarterly basis.
• Oversee the completion of the required logistics reports (stock, fleet, assets) and timely submission to the country logistics manager for compilation and submission to HQ on a monthly basis.
• Conduct regular supervision visits within the region(s) to ensure good co-ordination and ensure staff have the necessary tools and support to carry out their work.
• Ensure that the logistics and administration officers effectively manage premises, fleet, stock and assets.
• Ensure all organizational assets and premises are insured, timely insurance policy renewals of newly acquired assets and settlement of claims by the insurers.
• Continue to improve logistics systems that are in place and amend as necessary.
• In liaison with the Safety and Access Advisor, ensure the safety and security of GOAL staff, property, and programmes.
• Ensure that field offices are adequately set up and supported.
• Ensure that all procedures and documents pertaining to asset management and stock Management as per the logistics manual are in place and being followed.
• Coach relevant staff in asset and stores management systems and standards.
• Oversee all field rental property contracts ensuring compliance with all terms, liaison with landlords in accordance with the contract and timely, accurate preparation of all internal documentation for payments, reviews and renewals.
• Ensure team performance reviews are completed as scheduled, agreeing monthly and longer-term objectives reviewed accordingly.
• Build the capacity of staff in the procurement and logistics department in accordance with the HR Manual and ensure the highest standards of ethics, accountability and professionalism.