Logistics Assistant - Mbarara

Qualifications

Qualifications

• Provides direct program support:
  

  • Coordinates with Kampala headquarters and zonal office team in the efficient distribution and delivery of Teaching and Learning Materials (TLMs) and other inputs to schools and communities and other system recipients
    
  • Provides logistics for training, including large scale training and workshops
    
  • Manages logistics arrangements for high level and routine project activities, including transport, hotel bookings, conference and workshop facilities, supplies
    

• Ensures proper infrastructure management
  

  • Assures maintenance and repair of all zonal office infrastructure including the following
    

    • Electrical installations
      
    • Plumbing and water installations including water reservoirs and water pump
      
    • Exterior compound; and building walls, floors, ceilings, roof, windows
      
  • Establishes and updates list of preferred vendors: electricians, plumbers, carpenters, masons, mechanics, groundskeepers and other craftspeople
    
  • Supported by the Senior Zone Manager, supervises security guards, cleaners and any other personnel involved in the upkeep and security of zonal office infrastructure and assets
    
  • Ensures that the zonal office is organized so as to increase efficiency, give the best appearance and to enhance the working environment of staff
    

• Manages drivers and vehicles
  

  • Supported by the Senior Zonal Manager, establishes and implements systems and procedures for the management of:
    

    • Driver and vehicle schedules
      
    • Vehicle rental
      
    • Vehicle logbooks including fuel record
      
    • Maintenance and repairs of vehicles
      
    • Vehicle inspections
      
    • Monthly vehicle usage reports
      
    • Up to date vehicle registration and insurance
      
    • Complete and up to date vehicle files at all times
      
    • Security and safety of vehicles and passengers
      

• Fixed assets and inventory management
  

  • Assures maintenance and repair of all fixed assets
    
  • Ensures system is in place for tracking all fixed assets
    
  • Organizes and oversees bi-annual physical inventory of all fixed assets
    
  • Updates fixed assets database as and when changes take place
    
  • Issues fixed assets reports on at least semi-annual basis or upon request
    
  • Issues fixed assets to custodians, collect documentation of issuance, and submit documentation as required
    
  • Maintains accurate stock cards for every item in stores
    
  • Issues inventory such as Teaching and Learning Materials (TLM) against approved stock requisition forms
    
  • Records all dispatches in stock card and issues accompanying waybills; follows up to ensure deliveries are made to the intended destination/beneficiary and proof provided
    
  • Produces monthly stock reports and reports any discrepancies immediately to the Senior Zonal Manager
    
  • Maintains disposition and damaged inventory list
    
  • Arranges for disposal of assets when necessary following USAID regulations
    

• Procurement management within the approved threshold
  

  • Generates and places purchase orders, and maintains required proof of delivery documentation for orders as necessary
    
  • Works with customers (such as technical teams), vendors, and administration/finance offices as needed to provide quality assurance on purchasing transactions
    
  • Maintains proper documentation to verify that all procurements comply with USAID and EDC rules and regulations
    
  • Reviews invoice payments from vendors and compares them to the terms of the purchase order or contract to ensure vendor invoices are accurate before submitting for payment
    
  • Provides support to ensure that procurement practices are in compliance with the project’s Policy and Procedures Manual and USAID rules and regulations
    
  • Works with suppliers to confirm receipt and status update of orders, investigates price/quantity discrepancies, coordinates the replacement, credit, and return of unsatisfactory deliveries; ensures completion of the procure-to-pay cycle; and escalates issues when needed
    
  • Supports the preparation of the zonal annual procurement plan with support from the Senior Zonal Manager, finance, and technical staff
    
  • Coordinates the development of the local vendor list
    
  • Supports project budget revisions by providing estimated pricing for goods and services
    
  • Liaises with and supports Kampala headquarters Logistics Manager as necessary for all the above functions
    
  • Undertakes other associated tasks and duties as assigned by the supervisor