Logistics Officer

Job Title: Logistics Officer 
Location: Mbale, Uganda
Reports to: Logistics Manager

Application Deadline: 12th December 2024

About the Role

GOAL is currently seeking to hire an experienced and qualified Logistics Officer (1) to join our team in Mbale. This is an exciting opportunity for you to join an extremely dynamic International NGO and to apply your skills in Logistics and Procurement. If you are familiar with working within the international development aid sector and have a strong background in the areas mentioned, then this role is perfect for you!

To be successful in this role, you will need:

Essential Criteria

• Degree in supply chain management, Procurement and logistics or any other related field.
• At least 3 years' work experience with an NGO in a related logistics function
• Good computer skills.
• Basic supervisory skills.
• Fluent English

Desirable Criteria

• Level 4 CIPS
• Experience in planning and report writing.
• Highly organized.
• Strong skills in prioritization.
• Good interpersonal communication skills.
• Knowledge of local language

The key responsibilities of the role will be:

Responsible and accountable for all supply chain related activities with respect to the following tasks:

• Receives and purchase requests (PRS) from users in Mbale office, in consultation with the Logistics Manager, sends out enquiries or request for offer to potential suppliers.
• Receives offers/quotations from suppliers and prepare bid analysis for purchases and have all approvals completed according to the Procurement Chart.
• Ensures that for each article purchased are as per GOAL procurement chart and an official purchase order placed according to the best price in proportion to quality.
• Ensures that purchases are done on timely manner in reference to procurement time frame.
• Ensures that all purchased goods are delivered according to specification to the end customer and/or beneficiaries. If goods are going directly to users/customers, the officer will organise their safe keeping in the organisations warehouse.
• Checks all invoices for procurement services against orders made on time.
• Monitors and summarises all receipts and provides an activity to the Logistics Manager and all field procurement officers on a weekly basis.
• Ensures that staff adhere to all GOAL procurement procedures.
• Prepares all needed documents for Finance department, in order to obtain the cash or cheque needed to purchase the goods or supplies.
• Prepare payments of suppliers in a timely and accountable process and ensures that all necessary supporting documents are attached.
• Ensures that expenses more than the budget should always be discussed with the Logistics Manager in coordination with the budget holder prior to purchase.
• Keep a weekly track on prices for all purchased articles and ensure relevant section of the GOAL vendor roster is updated in reference with the Logistics Manager advised accordingly.
• Follows up the change of prices of the market and advise the Logistics Manager and programme teams/Budget Holders.
• Ensures that the price list is updated in a timely manner and forwarded to all Project Managers.
• Keep all filing up to date; order requests, quotations, and three quote file, purchase orders, supplier documentation.
• Receives and registers payment request forms (PRFS) from finance and logistics field officers and, in consultation with the Logistics Manager, have all approvals completed according to the Procurement Chart .
• Ensure an electronic copy of the procurement file is stored on shared, and completed files are photo copier and filed in the logistics office.
• Manage the open order sheet (OTS), all procurement trackers in liaison with field teams and Logistics Manager.

Fixed Assets Management

• Ensure all assets received from Kampala have an asset number and are engraved properly
• Follow up the movement of assets to other field locations and report monthly any discrepancies with the monthly asset register.
• Brief immediately the Logistics Manager if any issues arise.
• Manage the shipment of all assets to be repaired; fill out equipment repair form before sending any equipment/asset to Kampala and follow up.
• Ensure that disposal/damage loss report for assets is filled in, have signed off by the Field operations manager and Logistics Manager.

Stores Management

• Implementation of all stores management procedures and associated documents in line with GOAL Logistics Manual.
• Educate & 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 always clean & tidy.
• Ensure movement of goods in and out of the stores, all documentation according to the GOAL Logistics Manual; Goods In Dockets, Stock cards, Delivery documents and packing lists, Donation certificates
• Do a physical monthly 30% 6-monthly (100%) physical inventory.
• Monitors that all stores are kept clean and ensure these are always locked and no materials are missing.
• Monitor the minimum stock levels if applicable and act accordingly.
• Make the monthly stock report and send it to the Logistics Manager with an agreement of Finance and Logistics assistant responsible for daily management of stores.
• Ensure all stock cards are updated 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 store

Premises management

• Assure the good condition of all GOAL premises.
• Discuss with the Logistics Manager 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 and issues reports to the Finance and Logistics Manager.
• 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)
• Ensure external guard schedule is in place and supervise effectiveness.
• Keep confidential all sensitive/security related information pertinent or concerning GOAL.
• Ensure regular health and safety checks carried out of the offices (eg fire extinguishers, fire / smoke alarms, fire evacuation procedures, fire blankets, first aid kits, drinking water, garbage disposal, repairs & maintenance etc) and all health and safety equipment in place and operational.
• Conduct fire drills at least biannually and act as fire marshals.
• Ensure office is fumigated for pests regularly, there adequate security measures in place for the compounds, waste disposal system in place for all compounds, there an adequate water supply and appropriate visibility in place at all premises in accordance with donor and GOAL operational requirements.
• Ensure communication equipment (HF, VHF, Sat-Phones, Mobile Phones, etc.) secured against theft, tracked and monitored.

Follow up generators

• Develop and implement maintenance schedule for Generator repairs.
• Ensure that generators are all in running condition.
• Follow up any maintenance required.

Fleet

• Ensure complete legal compliance and maintenance of high safety standards.
• Ensure that all vehicles are operated in compliance with current Road Transport Regulations.
• Ensure all vehicle service inspections are made well in advance, service schedules are adhered to and any issues that arise are communicated and dealt with  transport OTIF ehicles in Kampala.ices to GOAL staffappropriately. Deal with all defects immediately and record remedial action and ensure these are communicated appropriately.
• Monitor costs and continually search for ways to improve quality and gain better value for money from other transport service providers.
• Verify all vehicle repairs and maintenance, including other transport invoices and deal with any issues before passing them to the Logistics Manager for authorisation.
• Supervise all drivers and mechanics and deal with any staff issues that arise in accordance with current GOAL HR Policy of employment and escalate to Logistics Manager as appropriate

Reporting

Compile a monthly logistics report and send to the Logistics Manager by the 4^th day of every month.

GOAL

Established in 1977, GOAL is an international humanitarian agency, with a global team of 2,400 personnel, dedicated to alleviating the needs of the most vulnerable communities. Currently operating in 14 of the world’s most vulnerable countries, GOAL delivers a wide range of humanitarian and development programmes, ranging from humanitarian relief in disaster situations, to focusing on nutrition, food security, and building greater resilience and sustainable livelihoods

General description of the country programme:

First operational in Uganda in 1979, the current GOAL Uganda country programme focuses on Health (including WASH, Health Accountability and Nutrition programming); and a market-based systems approach to improving agricultural livelihoods and WASH. GOAL Uganda mainstreams gender, child protection, social behaviour change and resilience strategies across all programming. GOAL works on a district focused approach and uses a mixture of direct implementation and partnerships with national and international civil society organizations, local government, the private sector and communities to give effect to our mission.

Safeguarding

Children and vulnerable adults who come into contact with GOAL as a result of our activities must be safeguarded to the maximum possible extent from deliberate or inadvertent actions and failings that place them at risk of abuse, sexual exploitation, injury and any other harm. One of the ways that GOAL shows this on-going commitment to safeguarding is to include rigorous background and reference checks in the selection process for all candidates.

Accountability within GOAL

Alongside our safeguarding policy, GOAL is an equal opportunities employer and has a set of integrity policies. Any candidate offered a job with GOAL will be expected to adhere to the following key areas of accountability:

• Comply with GOAL’s policies and procedures with respect to safeguarding, code of conduct, health and safety, confidentiality, do no harm principles and unacceptable behaviour protocols.
• Report any concerns about the welfare of a child or vulnerable adult or any wrongdoings within our programming area.
• Report any concerns about inappropriate behaviour of a GOAL staff or partner.

GOAL Uganda has a skilled team of approximately 130 personnel and manages an annual operating budget of approximately €9.7 million (2024). GOAL is currently operational in the North, South, East and West of Uganda with six established offices in Kampala, Lira, Mbale, Kabarole, Moroto,  Kaabong and Agago Districts. GOAL Uganda country programme is funded by a number of donors who include Mastercard, charity water, Irish Aid and some small foundations.

Our package includes a competitive salary, health insurance cover for up to 3 dependents, comprehensive 24-hour personal accident cover, terminal benefits equivalent to one month for each completed year of service, a flexi-work arrangement and our working hours provide for a half day on Fridays.  GOAL promotes a learning and development environment with training & study opportunities aligned to our staff development policy.