Job Title: Logistics Assistant
Organisation: Danish Refugee Council (DRC)
Duty Station: Uganda
About US:
The Danish Refugee Council (DRC) is a private, independent, humanitarian organization working on all aspects of the refugee cause in more than 36 countries throughout the world. The aim of DRC is to protect refugees and internally displaced persons (IDPs) against persecution and to promote durable solutions to the problems of forced migration, on the basis of humanitarian principles and human rights. DRC works in accordance with the UN Conventions on Refugees and the Code of Conduct for the ICRC and NGOs in Disaster Relief.
Job Summary: The Logistics Assistant and will be providing support for the implementation of the Danish Refugee Council (DRC) Programme. The Logistics Assistant will be responsible for the management of procurement, fleet, assets and stores.
Key Duties and Responsibilities:
Procurement Management (40%)
- 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
- Work closely 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
- Work closely 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.
Fleet Management (30%)
- The incumbent will 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
- Keenly 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
- 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 that all DRC vehicles and motorcycles are fitted with the minimum vehicles accessories and report shortfalls to supervisor on time
- Coordinate staff movement plans.
Store Management (15%)
- In charge of 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
- Will maintain and update stock records and inventory.
Inventory and Asset Control (15%)
- 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
- Conduct bi-annual physical asset verification.
- 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.
Quality 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.
Others:
- Working closely 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
- Perform any other duties assigned.
Qualifications, Skills and Experience:
- The ideal candidate for the Danish Refugee Council (DRC) Logistics Assistant career placement must hold a Diploma in areas such as fleet management, assets and inventory management, or logistic operations/management, supply chain management, etc.
- Computer literacy skills i.e. proficiency in Word, Excel, Power Point, etc…
How to Apply:
All suitably qualified and interested candidates should send their applications with the following documents to the E-mail address below;
- 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
- 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.
E-mail your cover letter, updated CV and academic credentials to: administrator@drcuganda.org
Deadline: 7th September 2017 by 5:00 PM
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