Deadline of this Job: 21 October 2022
JOB DETAILS:
Role definition: Review and monitor the implementation of the procurement cycle policy and guidelines for the timely availability of quality goods works and services at the most competitive prices in line with PPDA and MJAP.
Roles and Responsibilities
1. Assists the Head Finance and Operations to develop and monitor the implementation of MJAP procurement policy and guidelines in accordance with national Law (Public procurement and disposal of public assets act).
2. Compile and consolidate Procurement Plans and budget for every financial year and account for expenditures in accordance with approved procurement policy and guidelines of MJAP and PPDA act
3. Prepare bidding documents, invite the shortlist bidders to submit their proposals and manage the
Tender/Bid opening and communication of awards as per procurement rules and guidelines.
4. Organize contract negotiations with shortlisted suppliers to negotiate terms and conditions of contract in line with MJAP Contracts framework and PPDA act
5. Review and monitor the implementation of a contract management system for the procurement process and provide technical support to user departments in contract management, in line with
MJAP procurement policy and guidelines and PPDA regulations.
6. Organize the relevant information/documents to be used in both the Evaluation and Contracts committee meetings then take and file minutes as required by PPDA Act and MJAP procurement guidelines
7. Preparation of Purchase order documentation and contracts of goods, services and works of
Value less five million Uganda shillings with MJAP procurement guidelines and PPDA act
8. Make follow up of supplies to be delivered within the stipulated delivery period according to the
terms of the order/contract/agreement and give feedback to users as regards the progress of their requisitions in line with MJAP procurement guidelines and PPDA act
9. Provide technical support to user departments in specification development and contract management in line with MJAP procurement policy guidelines and PPDA regulations.
10. Make follow up of supplies to be delivered within the stipulated delivery period according to the terms of the order/contract/agreement and give feedback to users as regards the progress of their requisitions in line with MJAP procurement guidelines and PPDA act
11. Identify assets that need to be disposed off and manage the disposal of assets in accordance with the PPDA regulations and departmental mission
Qualifications & job specifications:
• Bachelors of Procurement and Logistics Management, Bachelors of Business Administration
(Procurement option), Professional Qualifications (e.g. CIPS),
• Post graduate diploma in procurement is added advantage
• At least 3 years’ experience in a busy organization.
• Strong negotiation skills
• Understanding of risk management
• A team player with excellent communication skills (both oral and written) and with strong management and analytical skills
JOB DETAILS:
Role definition: Review and monitor the implementation of the procurement cycle policy and guidelines for the timely availability of quality goods works and services at the most competitive prices in line with PPDA and MJAP.
Roles and Responsibilities
1. Assists the Head Finance and Operations to develop and monitor the implementation of MJAP procurement policy and guidelines in accordance with national Law (Public procurement and disposal of public assets act).
2. Compile and consolidate Procurement Plans and budget for every financial year and account for expenditures in accordance with approved procurement policy and guidelines of MJAP and PPDA act
3. Prepare bidding documents, invite the shortlist bidders to submit their proposals and manage the
Tender/Bid opening and communication of awards as per procurement rules and guidelines.
4. Organize contract negotiations with shortlisted suppliers to negotiate terms and conditions of contract in line with MJAP Contracts framework and PPDA act
5. Review and monitor the implementation of a contract management system for the procurement process and provide technical support to user departments in contract management, in line with
MJAP procurement policy and guidelines and PPDA regulations.
6. Organize the relevant information/documents to be used in both the Evaluation and Contracts committee meetings then take and file minutes as required by PPDA Act and MJAP procurement guidelines
7. Preparation of Purchase order documentation and contracts of goods, services and works of
Value less five million Uganda shillings with MJAP procurement guidelines and PPDA act
8. Make follow up of supplies to be delivered within the stipulated delivery period according to the
terms of the order/contract/agreement and give feedback to users as regards the progress of their requisitions in line with MJAP procurement guidelines and PPDA act
9. Provide technical support to user departments in specification development and contract management in line with MJAP procurement policy guidelines and PPDA regulations.
10. Make follow up of supplies to be delivered within the stipulated delivery period according to the terms of the order/contract/agreement and give feedback to users as regards the progress of their requisitions in line with MJAP procurement guidelines and PPDA act
11. Identify assets that need to be disposed off and manage the disposal of assets in accordance with the PPDA regulations and departmental mission
Qualifications & job specifications:
• Bachelors of Procurement and Logistics Management, Bachelors of Business Administration
(Procurement option), Professional Qualifications (e.g. CIPS),
• Post graduate diploma in procurement is added advantage
• At least 3 years’ experience in a busy organization.
• Strong negotiation skills
• Understanding of risk management
• A team player with excellent communication skills (both oral and written) and with strong management and analytical skills
JOB DETAILS:
The Infectious Diseases Institute (IDI) is a Ugandan not-for-profit organization whose mission is to strengthen health systems in Africa, with strong emphasis on infectious diseases, through research and capacity development. IDI has six operational areas through which it works to achieve its mission: Prevention, Care and Treatment; Training, Research, Laboratory services (including the CAP-certified IDI Core Lab & Translational Lab), Global Health Security and Health System Strengthening.
In order to successfully, implement this, IDI SACCO is looking for a competent and experienced individual to fill the position below:
Job Title: Transport Assistant
Vacancy Code: ISTA – X001
Duty Station: Kampala
Classification: Full Term (Contract)
Salary: Ugx 650,000/=
Reports to: Credit Officer
General summary:
The transport Assistant will support provision of safe and reliable transportation for IDI staff, visitors and any other hires from external clients, keeps the SACCO vehicle/s in good mechanical and functional condition, ensures compliance with all vehicle-related legal and co-operative /management requirements.
Key Responsibilities:
• To provide safe, comfortable and reliable transportation for IDI staff and partners/visitors including but not confined to travel within Kampala and all other locations as may be required.
• To transport any materials and supplies to various destinations as required by authorized staff for business.
• To keep the vehicle in good mechanical and functional condition including but not confined to regular fueling, servicing and cleaning of the interior and exterior.
• To perform regular preventive maintenance and minor repairs where possible.
• To ensure TIMELY notification to the supervisors of any major vehicle repairs necessary
• 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 e.g. Third party and Comprehensive Insurance, Parking Fees, Registration and Licenses etc.
• To ensure that all reasonable measures are taken to protect the project vehicle from theft or damage
• To run general errands and assume other duties as assigned by the supervisor to ensure the sound functioning of the office and achievement of the co-operative goals.
Person Specification
Qualifications and Experience:
• Knowledge of current traffic rules and regulations
• Basic knowledge of vehicle operation and the associated mechanics
• Familiarity with the lay-out and location with in Uganda.
• Physical ability, flexibility and willingness to drive for long hours and occasionally on weekends and/or holidays.
• Ability to communicate competently and understand instructions in English and in common local language/s.
• Ability to prioritize multiple tasks
• Ability to understand and adhere to company vehicle policies and competently complete vehicle-related documentation.
• Knowledge of basic vehicle mechanics
• Ability to work in a team of different Technical Supervisory Teams in a respectful way.
Required Knowledge, Skills and Abilities:
• Uganda Advanced Certificate of Education with credits in English.
• Valid Uganda class “DM” & or “DL”
JOB DETAILS:
Head of Logistics
Overview
The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Liberia, Niger, Tanzania, and Uganda. AIRD registration in South Sudan was recently finalized. AIRD’s objective is to offer operational technical support, including but not limited to: supply chain, logistics and infrastructure in partnership with relief and development organizations that focus on disaster-affected, poverty-infested and development oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.
AIRD now seeks to recruit a qualified and motivated Head of Logistics to be based at the Head Office in Kampala, Uganda.
Job summary
The role holder will be expected to play a key leadership role in establishing AIRD as a logistics leader amongst humanitarian agencies.
The job holder will provide leadership & management support to logistic programs in AIRD country operations (CO).
Based in the Head Office (HO) in Kampala, Uganda, the job holder will provide support to field operations, ensure that all AIRD, donors and contractors requirements are implemented, reinforce staff capacity in logistics, and improve AIRD Country Program (CP) logistics management. S/he will be deployed to AIRD CO up to 50% FTE.
Overall responsibility
The overall responsibilities of the Head of Logistics position is to
• Provide technical oversight, input, direction and supervision to Logistics staff to ensure effective and timely support to projects implementation.
• Review, upgrade, roll out, implement, and monitor logistics procedures, SOPs and guidelines
• Support implementation of logistics strategies in line with country program/operation strategy targeting quality, cost efficiency, productivity and reliability
• Supports assessment and evaluation of risks impacting Logistics and ensures action plans are in place to mitigate, minimize or remove risks impact.
• Ensure that management of assets, warehouses, workshops, fleet, fuel, equipment maintenance, etc. is in line with applicable policies, procedures, SOPs and donor guidelines.
Detailed responsibilities
Qualitative analysis of AIRD logistics processes
• Ensure existing CP practices, policies and procedures are in compliance with AIRD Standard Operating Policies (SoPs)
• Ensure adherence to SOPs, other AIRD policies and United Nations (UN) requirements
• Ensuring systemized organisation wide implementation and monitoring spare parts, fuel, fleet, warehouse, and garage/workshop activities in all country programs
• Drive operational excellence to achieve optimal efficiency and cost-effectiveness in all functions and operations.
Reinforcement of AIRD global logistics processes
• Oversee the deployment and utilization of global systems and operational policies, procedures, and systems to deliver compliance with AIRD and donor requirements.
• Oversees correct implementation of AIRD and contractor (UN) standard systems and procedures for management of warehouse, workshop, fleet, assets and reporting.
• Provide anti-corruption, transparency and cost efficiency focus in all processes (e.g., in spare parts, fuel, fleet, warehouse, and garage/workshop)
• Support the rollout of all updated policies, manuals and procedures.
• Ensure recommendations related to logistics and operations are followed and take all necessary measures to address audit findings.
• Implements, analyzes and monitors Key Performance Indicators for all logistics aspects through the new ERP roll out.
• Identify and share ideas, innovations, best practices and request for improvements related to business processes and related tools at local, national and global level.
• Ensures AIRD logistics activities minimize negative impact on environment.
• Collects and analyzes Productivity and Quality evaluation indicators, feedback from requesters/users and business partners/suppliers and adjust logistics strategies accordingly to achieve the best Value-For-Money.
• Align service and country strategy, policies and logistic programmes to achieve operational cost efficiency, agility, reliability, and quality.
Support to Country Programs
• Advise and support Country Directors (CD), Operation Managers (OPM) and Sub Base Managers (SBM) on any issues affecting activities implementation
• Remain updated of donor policies and procedures related to Logistics & Supply Chain and responsible for timely dissemination and consistent application across country programs.
• Provide logistics input and training to relevant staff to build logistics capacity
• Ensuring that all operating costs connected to all AIRD operations are correctly and timely budgeted, accounted for and reported appropriately in accordance with existing SOPs.
• Support OPM in building and maintaining fit for purpose team structure with appropriate segregation of duty through continuous planning and optimization of human resources within assigned team.
• In collaboration with OPM, ensures warehouse, fleet, construction, workshops operations have adequate staffing, equipment, furniture, supplies and required infrastructures improvements to maintain optimal storage conditions, safety and security.
• Reinforce stock, fuel, spare parts management systems, procedures & routine controls, consumption of stocks as well as suspected irregularities
• Participate in international technical recruitments (OPM, SBN, other technical staff)
Capacity building
• identifies training requirements/gaps, and ensure that training plans are developed, fully implemented and refresher trainings provided to staff under supervision, as required and deemed necessary.
• Maintains open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their roles.
• Promote accountability, communicate expectations, and provide constructive feedback via bi-laterals and performance reviews.
Control logistics activities
• Ensure field compliance with AIRD policies and procedures and applicable donor regulations and local laws.
• Support implementation of department control mechanisms over business processes and related activities compliance.
• Supports assessment and evaluation of risks impacting Logistics and ensures action plans are in place to mitigate, minimize or remove risks impact.
• Assess compliance of business processes and related documentation to identify gaps and implement necessary corrective measures and risks mitigation.
• Conducts spot checks and control evidence verifications as required.
Fraud prevention
• Committed to fraud prevention, detection, reporting and fraud risk reduction as per AIRD policies and procedures, donor regulations and local laws.
• Support internal compliance and audit activities on logistics
• Identify and report any potential gaps in procedures, segregation of duties, conflict of interest and fraud prevention, documentation of transactions, tracking and reporting of commodities and assets.
• Based on assessment outcome, provide recommendations and mitigation measures for identified gaps.
Logistic contracts (UN) Oversight and Reporting
• Ensure that all standard reporting is in place for all country and field offices and consistently applied and timely submitted
• Ensures standard reports are prepared, analyzed and shared with stakeholders as per standard requirements and schedule.
• Validate UN technical reports before submission
Representation
• Represents AIRD to international Logistics Cluster, international INGO logistics Forums, IASC cluster system, attend regional logistics meetings.
• Liaise and act as HO focal point for UN senior logistics /supply Officers
Fundraising
• Participate in development and review of UN logistics proposals
• Ensures together with country management team that logistics support requirements in terms of staffing and internal logistics infrastructure, required for effective project support, are correctly accounted for and budgeted in all project proposals.
Security
• Setup and ensure the application of, and compliance with, security protocols and policies in all country operations
• Monitor the security situation and establish a good understanding of AIRD country of operation contexts and risks associated with a remote, hard to reach, and insecure environment.
• Maintain regular contact with local, national, regional and international relevant networks and security stakeholders
• Act as HO focal point for incident and security reports.
Qualifications, Skills and Experience
Required
• Background education in humanitarian logistics. Diploma from Bioforce, or other recognized Certification in Humanitarian Logistics.
• 7 to 9 years of relevant experience working in humanitarian logistics. Proven record of experience of the management of logistical operations including fleet and garage workshop, spare parts, fuel, warehouse, and asset management.
• Strong knowledge of humanitarian contexts and constraints. Proven experience in remote, insecure, and hard to reach humanitarian contexts.
• Fluency in French and English (able to read, analyze and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports).
• Commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision, and monitoring.
• Strong organizational and problem-solving skills with analytic approach.
• Strong interpersonal, management and leadership skills. Experience in remote management.
• Ability to create and maintain effective team spirit, work in participatory manner with staff under supervision and other stakeholders to assess needs, implement and monitor activities.
• Ability to integrate and work well within multi-ethnic and multicultural team.
• Advanced use of MS pack. Able to build staff capacity on design and use of excel forms.
• Strong organizational and problem-solving skills with analytic approach
• Experience of the management of budgets and the ability to prepare timely, complete, and accurate reports.
• Experience with UN contracting procedures.
Desirable
• Significant experience within NGO's preferably with a focus on emergency and early recovery projects.
• Prior knowledge and understanding of donors’ rules and regulations applicable to Logistics (USAID/BHA, ECHO, EC, FCDO, etc.)
• Prior experience of logistics software solutions
• Evidence of the ability to plan for and conduct training in all areas of logistics for national and international staff (suitable to staff knowledge level).
JOB DETAILS:
Role definition: Review and monitor the implementation of the procurement cycle policy and guidelines for the timely availability of quality goods works and services at the most competitive prices in line with PPDA and MJAP.
Roles and Responsibilities
1. Assists the Head Finance and Operations to develop and monitor the implementation of MJAP procurement policy and guidelines in accordance with national Law (Public procurement and disposal of public assets act).
2. Compile and consolidate Procurement Plans and budget for every financial year and account for expenditures in accordance with approved procurement policy and guidelines of MJAP and PPDA act
3. Prepare bidding documents, invite the shortlist bidders to submit their proposals and manage the
Tender/Bid opening and communication of awards as per procurement rules and guidelines.
4. Organize contract negotiations with shortlisted suppliers to negotiate terms and conditions of contract in line with MJAP Contracts framework and PPDA act
5. Review and monitor the implementation of a contract management system for the procurement process and provide technical support to user departments in contract management, in line with
MJAP procurement policy and guidelines and PPDA regulations.
6. Organize the relevant information/documents to be used in both the Evaluation and Contracts committee meetings then take and file minutes as required by PPDA Act and MJAP procurement guidelines
7. Preparation of Purchase order documentation and contracts of goods, services and works of
Value less five million Uganda shillings with MJAP procurement guidelines and PPDA act
8. Make follow up of supplies to be delivered within the stipulated delivery period according to the
terms of the order/contract/agreement and give feedback to users as regards the progress of their requisitions in line with MJAP procurement guidelines and PPDA act
9. Provide technical support to user departments in specification development and contract management in line with MJAP procurement policy guidelines and PPDA regulations.
10. Make follow up of supplies to be delivered within the stipulated delivery period according to the terms of the order/contract/agreement and give feedback to users as regards the progress of their requisitions in line with MJAP procurement guidelines and PPDA act
11. Identify assets that need to be disposed off and manage the disposal of assets in accordance with the PPDA regulations and departmental mission
Qualifications & job specifications:
• Bachelors of Procurement and Logistics Management, Bachelors of Business Administration
(Procurement option), Professional Qualifications (e.g. CIPS),
• Post graduate diploma in procurement is added advantage
• At least 3 years’ experience in a busy organization.
• Strong negotiation skills
• Understanding of risk management
• A team player with excellent communication skills (both oral and written) and with strong management and analytical skills
Deadline of this Job: 19 October 2022
Role definition: Review and monitor the implementation of the procurement cycle policy and guidelines for the timely availability of quality goods works and services at the most competitive prices in line with PPDA and MJAP.
Roles and Responsibilities
1. Assists the Head Finance and Operations to develop and monitor the implementation of MJAP procurement policy and guidelines in accordance with national Law (Public procurement and disposal of public assets act).
2. Compile and consolidate Procurement Plans and budget for every financial year and account for expenditures in accordance with approved procurement policy and guidelines of MJAP and PPDA act
3. Prepare bidding documents, invite the shortlist bidders to submit their proposals and manage the
Tender/Bid opening and communication of awards as per procurement rules and guidelines.
4. Organize contract negotiations with shortlisted suppliers to negotiate terms and conditions of contract in line with MJAP Contracts framework and PPDA act
5. Review and monitor the implementation of a contract management system for the procurement process and provide technical support to user departments in contract management, in line with
MJAP procurement policy and guidelines and PPDA regulations.
6. Organize the relevant information/documents to be used in both the Evaluation and Contracts committee meetings then take and file minutes as required by PPDA Act and MJAP procurement guidelines
7. Preparation of Purchase order documentation and contracts of goods, services and works of
Value less five million Uganda shillings with MJAP procurement guidelines and PPDA act
8. Make follow up of supplies to be delivered within the stipulated delivery period according to the
terms of the order/contract/agreement and give feedback to users as regards the progress of their requisitions in line with MJAP procurement guidelines and PPDA act
9. Provide technical support to user departments in specification development and contract management in line with MJAP procurement policy guidelines and PPDA regulations.
10. Make follow up of supplies to be delivered within the stipulated delivery period according to the terms of the order/contract/agreement and give feedback to users as regards the progress of their requisitions in line with MJAP procurement guidelines and PPDA act
11. Identify assets that need to be disposed off and manage the disposal of assets in accordance with the PPDA regulations and departmental mission
Qualifications & job specifications:
• Bachelors of Procurement and Logistics Management, Bachelors of Business Administration
(Procurement option), Professional Qualifications (e.g. CIPS),
• Post graduate diploma in procurement is added advantage
• At least 3 years’ experience in a busy organization.
• Strong negotiation skills
• Understanding of risk management
• A team player with excellent communication skills (both oral and written) and with strong management and analytical skills
Deadline of this Job: 16 October 2022
The Infectious Diseases Institute (IDI) is a Ugandan not-for-profit organization whose mission is to strengthen health systems in Africa, with strong emphasis on infectious diseases, through research and capacity development. IDI has six operational areas through which it works to achieve its mission: Prevention, Care and Treatment; Training, Research, Laboratory services (including the CAP-certified IDI Core Lab & Translational Lab), Global Health Security and Health System Strengthening.
In order to successfully, implement this, IDI SACCO is looking for a competent and experienced individual to fill the position below:
Job Title: Transport Assistant
Vacancy Code: ISTA – X001
Duty Station: Kampala
Classification: Full Term (Contract)
Salary: Ugx 650,000/=
Reports to: Credit Officer
General summary:
The transport Assistant will support provision of safe and reliable transportation for IDI staff, visitors and any other hires from external clients, keeps the SACCO vehicle/s in good mechanical and functional condition, ensures compliance with all vehicle-related legal and co-operative /management requirements.
Key Responsibilities:
• To provide safe, comfortable and reliable transportation for IDI staff and partners/visitors including but not confined to travel within Kampala and all other locations as may be required.
• To transport any materials and supplies to various destinations as required by authorized staff for business.
• To keep the vehicle in good mechanical and functional condition including but not confined to regular fueling, servicing and cleaning of the interior and exterior.
• To perform regular preventive maintenance and minor repairs where possible.
• To ensure TIMELY notification to the supervisors of any major vehicle repairs necessary
• 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 e.g. Third party and Comprehensive Insurance, Parking Fees, Registration and Licenses etc.
• To ensure that all reasonable measures are taken to protect the project vehicle from theft or damage
• To run general errands and assume other duties as assigned by the supervisor to ensure the sound functioning of the office and achievement of the co-operative goals.
Person Specification
Qualifications and Experience:
• Knowledge of current traffic rules and regulations
• Basic knowledge of vehicle operation and the associated mechanics
• Familiarity with the lay-out and location with in Uganda.
• Physical ability, flexibility and willingness to drive for long hours and occasionally on weekends and/or holidays.
• Ability to communicate competently and understand instructions in English and in common local language/s.
• Ability to prioritize multiple tasks
• Ability to understand and adhere to company vehicle policies and competently complete vehicle-related documentation.
• Knowledge of basic vehicle mechanics
• Ability to work in a team of different Technical Supervisory Teams in a respectful way.
Required Knowledge, Skills and Abilities:
• Uganda Advanced Certificate of Education with credits in English.
• Valid Uganda class “DM” & or “DL”
Deadline of this Job: 21 October 2022
Head of Logistics
Overview
The African Initiatives for Relief and Development (AIRD) is a non-political, non-religious and non-profit making NGO with Country Program Offices in Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Democratic Republic of Congo, Ethiopia, Liberia, Niger, Tanzania, and Uganda. AIRD registration in South Sudan was recently finalized. AIRD’s objective is to offer operational technical support, including but not limited to: supply chain, logistics and infrastructure in partnership with relief and development organizations that focus on disaster-affected, poverty-infested and development oriented areas. AIRD delivers for and through partners including but not limited to UN Agencies, international and national donor organizations and governments.
AIRD now seeks to recruit a qualified and motivated Head of Logistics to be based at the Head Office in Kampala, Uganda.
Job summary
The role holder will be expected to play a key leadership role in establishing AIRD as a logistics leader amongst humanitarian agencies.
The job holder will provide leadership & management support to logistic programs in AIRD country operations (CO).
Based in the Head Office (HO) in Kampala, Uganda, the job holder will provide support to field operations, ensure that all AIRD, donors and contractors requirements are implemented, reinforce staff capacity in logistics, and improve AIRD Country Program (CP) logistics management. S/he will be deployed to AIRD CO up to 50% FTE.
Overall responsibility
The overall responsibilities of the Head of Logistics position is to
• Provide technical oversight, input, direction and supervision to Logistics staff to ensure effective and timely support to projects implementation.
• Review, upgrade, roll out, implement, and monitor logistics procedures, SOPs and guidelines
• Support implementation of logistics strategies in line with country program/operation strategy targeting quality, cost efficiency, productivity and reliability
• Supports assessment and evaluation of risks impacting Logistics and ensures action plans are in place to mitigate, minimize or remove risks impact.
• Ensure that management of assets, warehouses, workshops, fleet, fuel, equipment maintenance, etc. is in line with applicable policies, procedures, SOPs and donor guidelines.
Detailed responsibilities
Qualitative analysis of AIRD logistics processes
• Ensure existing CP practices, policies and procedures are in compliance with AIRD Standard Operating Policies (SoPs)
• Ensure adherence to SOPs, other AIRD policies and United Nations (UN) requirements
• Ensuring systemized organisation wide implementation and monitoring spare parts, fuel, fleet, warehouse, and garage/workshop activities in all country programs
• Drive operational excellence to achieve optimal efficiency and cost-effectiveness in all functions and operations.
Reinforcement of AIRD global logistics processes
• Oversee the deployment and utilization of global systems and operational policies, procedures, and systems to deliver compliance with AIRD and donor requirements.
• Oversees correct implementation of AIRD and contractor (UN) standard systems and procedures for management of warehouse, workshop, fleet, assets and reporting.
• Provide anti-corruption, transparency and cost efficiency focus in all processes (e.g., in spare parts, fuel, fleet, warehouse, and garage/workshop)
• Support the rollout of all updated policies, manuals and procedures.
• Ensure recommendations related to logistics and operations are followed and take all necessary measures to address audit findings.
• Implements, analyzes and monitors Key Performance Indicators for all logistics aspects through the new ERP roll out.
• Identify and share ideas, innovations, best practices and request for improvements related to business processes and related tools at local, national and global level.
• Ensures AIRD logistics activities minimize negative impact on environment.
• Collects and analyzes Productivity and Quality evaluation indicators, feedback from requesters/users and business partners/suppliers and adjust logistics strategies accordingly to achieve the best Value-For-Money.
• Align service and country strategy, policies and logistic programmes to achieve operational cost efficiency, agility, reliability, and quality.
Support to Country Programs
• Advise and support Country Directors (CD), Operation Managers (OPM) and Sub Base Managers (SBM) on any issues affecting activities implementation
• Remain updated of donor policies and procedures related to Logistics & Supply Chain and responsible for timely dissemination and consistent application across country programs.
• Provide logistics input and training to relevant staff to build logistics capacity
• Ensuring that all operating costs connected to all AIRD operations are correctly and timely budgeted, accounted for and reported appropriately in accordance with existing SOPs.
• Support OPM in building and maintaining fit for purpose team structure with appropriate segregation of duty through continuous planning and optimization of human resources within assigned team.
• In collaboration with OPM, ensures warehouse, fleet, construction, workshops operations have adequate staffing, equipment, furniture, supplies and required infrastructures improvements to maintain optimal storage conditions, safety and security.
• Reinforce stock, fuel, spare parts management systems, procedures & routine controls, consumption of stocks as well as suspected irregularities
• Participate in international technical recruitments (OPM, SBN, other technical staff)
Capacity building
• identifies training requirements/gaps, and ensure that training plans are developed, fully implemented and refresher trainings provided to staff under supervision, as required and deemed necessary.
• Maintains open and professional relations with team members, promoting a strong team spirit and providing oversight and guidance to enable staff to successfully perform in their roles.
• Promote accountability, communicate expectations, and provide constructive feedback via bi-laterals and performance reviews.
Control logistics activities
• Ensure field compliance with AIRD policies and procedures and applicable donor regulations and local laws.
• Support implementation of department control mechanisms over business processes and related activities compliance.
• Supports assessment and evaluation of risks impacting Logistics and ensures action plans are in place to mitigate, minimize or remove risks impact.
• Assess compliance of business processes and related documentation to identify gaps and implement necessary corrective measures and risks mitigation.
• Conducts spot checks and control evidence verifications as required.
Fraud prevention
• Committed to fraud prevention, detection, reporting and fraud risk reduction as per AIRD policies and procedures, donor regulations and local laws.
• Support internal compliance and audit activities on logistics
• Identify and report any potential gaps in procedures, segregation of duties, conflict of interest and fraud prevention, documentation of transactions, tracking and reporting of commodities and assets.
• Based on assessment outcome, provide recommendations and mitigation measures for identified gaps.
Logistic contracts (UN) Oversight and Reporting
• Ensure that all standard reporting is in place for all country and field offices and consistently applied and timely submitted
• Ensures standard reports are prepared, analyzed and shared with stakeholders as per standard requirements and schedule.
• Validate UN technical reports before submission
Representation
• Represents AIRD to international Logistics Cluster, international INGO logistics Forums, IASC cluster system, attend regional logistics meetings.
• Liaise and act as HO focal point for UN senior logistics /supply Officers
Fundraising
• Participate in development and review of UN logistics proposals
• Ensures together with country management team that logistics support requirements in terms of staffing and internal logistics infrastructure, required for effective project support, are correctly accounted for and budgeted in all project proposals.
Security
• Setup and ensure the application of, and compliance with, security protocols and policies in all country operations
• Monitor the security situation and establish a good understanding of AIRD country of operation contexts and risks associated with a remote, hard to reach, and insecure environment.
• Maintain regular contact with local, national, regional and international relevant networks and security stakeholders
• Act as HO focal point for incident and security reports.
Qualifications, Skills and Experience
Required
• Background education in humanitarian logistics. Diploma from Bioforce, or other recognized Certification in Humanitarian Logistics.
• 7 to 9 years of relevant experience working in humanitarian logistics. Proven record of experience of the management of logistical operations including fleet and garage workshop, spare parts, fuel, warehouse, and asset management.
• Strong knowledge of humanitarian contexts and constraints. Proven experience in remote, insecure, and hard to reach humanitarian contexts.
• Fluency in French and English (able to read, analyze and interpret business contracts, technical procedures, or governmental regulations. Ability to write reports).
• Commitment and demonstrated skills to build national staff capacity in the areas of logistics management, supervision, and monitoring.
• Strong organizational and problem-solving skills with analytic approach.
• Strong interpersonal, management and leadership skills. Experience in remote management.
• Ability to create and maintain effective team spirit, work in participatory manner with staff under supervision and other stakeholders to assess needs, implement and monitor activities.
• Ability to integrate and work well within multi-ethnic and multicultural team.
• Advanced use of MS pack. Able to build staff capacity on design and use of excel forms.
• Strong organizational and problem-solving skills with analytic approach
• Experience of the management of budgets and the ability to prepare timely, complete, and accurate reports.
• Experience with UN contracting procedures.
Desirable
• Significant experience within NGO's preferably with a focus on emergency and early recovery projects.
• Prior knowledge and understanding of donors’ rules and regulations applicable to Logistics (USAID/BHA, ECHO, EC, FCDO, etc.)
• Prior experience of logistics software solutions
• Evidence of the ability to plan for and conduct training in all areas of logistics for national and international staff (suitable to staff knowledge level).