Closing
date: 06 Sep 2017
date: 06 Sep 2017
Terms
of Reference
of Reference
Logistics
Assistant
Assistant
Duty
Station: Kitgum
Station: Kitgum
This
position is based in Kitgum and will be providing support for the
implementation of the DRC Programme there.
position is based in Kitgum and will be providing support for the
implementation of the DRC Programme there.
Position
and Reporting Line:
The Logistics /Procurement Assistant will assist the Programme Coordinator in
the implementation of logistics ope
and Reporting Line:
The Logistics /Procurement Assistant will assist the Programme Coordinator in
the implementation of logistics ope
rations and strategies.
**
General Objective: **
He/she will be responsible for the management of procurement, fleet, assets and
stores.
I. Specific Tasks:
A.
Procurement Management
Procurement Management
- Ensure
that all DRC procurement guidelines are adhered to at the Rhino Camp
Program - Actively
engage and support the program teams in procurement planning to ensure
timely delivery of project inputs and activities - In
liaison with the West Nile Coordinating Office in Arua, identify,
negotiate and implement contract agreements which result in efficiencies
in line with financial and forecasting requirements - Maintain
accurate auditable records of all procurement processes which result in
high process compliance - Administer
contract performance, including delivery, receipt, warranty, damages and
insurance - Plan
and engage with Project Managers to understand contract specifications - Liaise
with suppliers to develop a profile of delivery capability which results
in effective market engagement - Conduct
efficient and collaborative procurements which are DRC and donor-compliant
(inquiry, tendering, evaluation award & contract management) and which
result in a high value adding commercial outcomes.
B.
Fleet Management
Fleet Management
§
Ensure that all repairs, service and maintenance performed on vehicles /
equipment / machinery are in accordance to required standards established to
achieve maximum reliability with minimum downtime and at best value for money
Ensure that all repairs, service and maintenance performed on vehicles /
equipment / machinery are in accordance to required standards established to
achieve maximum reliability with minimum downtime and at best value for money
§
Monitor fuel consumption for the DRC fleet i.e. vehicles and motorcycles and
generators. This will be done through ensuring monthly calculations of fuel
consumption
Monitor fuel consumption for the DRC fleet i.e. vehicles and motorcycles and
generators. This will be done through ensuring monthly calculations of fuel
consumption
§
Compile all maintenance and fuel consumption reports for vehicles, motorcycles
and generators and share with Roving Procurement and Logistics Officer on a
monthly basis
Compile all maintenance and fuel consumption reports for vehicles, motorcycles
and generators and share with Roving Procurement and Logistics Officer on a
monthly basis
§
May be called upon to drive the assigned vehicle in a correct and sensible
manner in adherence to weather and road conditions at all times; adhere to the
maximum speed limits for DRC vehicles – 50km/hour on a dirt road, 100km/hour on
a tarmac; when the road conditions are poor, drive as slowly as necessary to
facilitate safe passage to the passengers and ensure no damage to the vehicle.
May be called upon to drive the assigned vehicle in a correct and sensible
manner in adherence to weather and road conditions at all times; adhere to the
maximum speed limits for DRC vehicles – 50km/hour on a dirt road, 100km/hour on
a tarmac; when the road conditions are poor, drive as slowly as necessary to
facilitate safe passage to the passengers and ensure no damage to the vehicle.
§
Ensure vehicle-in-use templates, insurances and list of authorized DRC drivers
are in place and updated
Ensure vehicle-in-use templates, insurances and list of authorized DRC drivers
are in place and updated
§
Ensure that all DRC vehicles and motorcycles are fitted with the minimum
vehicles accessories and report shortfalls to supervisor on time
Ensure that all DRC vehicles and motorcycles are fitted with the minimum
vehicles accessories and report shortfalls to supervisor on time
§
Coordinate staff movement plans.
Coordinate staff movement plans.
C.
Store Management
Store Management
§
Responsible for receiving the procured supplies, with waybills, monitoring
stock levels of Rhino Camp office stationery, kitchen and office supplies and
consumables
Responsible for receiving the procured supplies, with waybills, monitoring
stock levels of Rhino Camp office stationery, kitchen and office supplies and
consumables
§
Responsible for ensuring that monthly physical stock counts are done as
scheduled to prevent stock discrepancy as well as monitoring expiring dates of
in stock supplies
Responsible for ensuring that monthly physical stock counts are done as
scheduled to prevent stock discrepancy as well as monitoring expiring dates of
in stock supplies
§
Will maintain and update stock records and inventory.
Will maintain and update stock records and inventory.
D.
Inventory and Asset Control
Inventory and Asset Control
§
Responsible for monthly updating of inventory and asset list and submit to the
Roving Procurement and Logistics officer based in Arua
Responsible for monthly updating of inventory and asset list and submit to the
Roving Procurement and Logistics officer based in Arua
§
Responsible for consistent tagging of DRC assets immediately after procurement
Responsible for consistent tagging of DRC assets immediately after procurement
§
Conduct bi-annual physical asset verification.
Conduct bi-annual physical asset verification.
II.
GENERAL RESPONSIBILITIES
GENERAL RESPONSIBILITIES
Communication
·
Maintain a transparent, honest and supportive communication structure with
colleagues to ensure they are kept informed of applicable fleet activities and
requirements.
Maintain a transparent, honest and supportive communication structure with
colleagues to ensure they are kept informed of applicable fleet activities and
requirements.
·
Develop and maintain positive relationships with local authorities, other NGOs
and any other stakeholders, representing DRC and ensuring good co-operation.
Develop and maintain positive relationships with local authorities, other NGOs
and any other stakeholders, representing DRC and ensuring good co-operation.
Quality
Management
Management
·
Be aware of the potential for loss or fraud in fleet activities such as fuel
cost, mislead transport usage, and procedures. Pro-actively work to prevent
such occurrences by working with relevant line managers to improve transparency
and to ensure the best use of DRC assets and resources.
Be aware of the potential for loss or fraud in fleet activities such as fuel
cost, mislead transport usage, and procedures. Pro-actively work to prevent
such occurrences by working with relevant line managers to improve transparency
and to ensure the best use of DRC assets and resources.
Others
- Liaising
with manufacturers, distributors and suppliers - Arranging
carriage or actually delivering goods to the Arua Office sub offices - Quality
control of goods in and/or goods out - Maintenance
of stable conditions and / or temperatures (as for perishable food items,
chemicals or drugs) - Uphold
the DRC’s Code of Conduct - Any
other duties assigned.
Competencies
Professionalism
– Strong personal initiative and willingness to accept responsibilities; good
knowledge of logistics work and practices; ability to work in the remote
locations
– Strong personal initiative and willingness to accept responsibilities; good
knowledge of logistics work and practices; ability to work in the remote
locations
Ability
to establish priorities and to plan, coordinate and monitor work- Sound
judgment in applying technical expertise to resolve a rank of issues/problems.
to establish priorities and to plan, coordinate and monitor work- Sound
judgment in applying technical expertise to resolve a rank of issues/problems.
Good
negotiating skills and ability to influence others to reach agreement.
negotiating skills and ability to influence others to reach agreement.
Teamwork
– Good interpersonal skills; ability to lead teamwork, ability to develop and
maintain effective working relationships with logistic counterparts in a
multi-cultural, multi-ethnic environment and respect for diversity. Able to
perform under pressure, take initiative and possess a resilient attitude
– Good interpersonal skills; ability to lead teamwork, ability to develop and
maintain effective working relationships with logistic counterparts in a
multi-cultural, multi-ethnic environment and respect for diversity. Able to
perform under pressure, take initiative and possess a resilient attitude
QUALIFICATIONS
Education
Bachelor’s
Degree in Procurement and Logistics or any other related field with a
qualifications and experience in areas such as fleet management, assets and
inventory management, or logistic operations/management, supply chain
management, etc. Computer literacy (Word, Excel, Power Point, etc…)
Degree in Procurement and Logistics or any other related field with a
qualifications and experience in areas such as fleet management, assets and
inventory management, or logistic operations/management, supply chain
management, etc. Computer literacy (Word, Excel, Power Point, etc…)
Language
Fluency
in spoken and written English
in spoken and written English
Applications
should be in English and include the following:
should be in English and include the following:
- A
cover letter (1 page) in which you explain why you are interested in the
position and how you meet the qualities and qualifications criteria and
salary expectations. - Concise
and accurate CV (maximum 3 pages). The CV should include information about
your qualification, relevant training courses, Work experience, name and
contact details of 3 relevant references.
Please
send your Cover letter, CV and Academic certificates by email to administrator@drcuganda.org by 6th
September 2017 5:00pm clearly indicating position name in the subject line.
send your Cover letter, CV and Academic certificates by email to administrator@drcuganda.org by 6th
September 2017 5:00pm clearly indicating position name in the subject line.
We
thank applicants for their interest in the position however; only shortlisted
candidates will be contacted.
thank applicants for their interest in the position however; only shortlisted
candidates will be contacted.
