Programme Background

The Agrifood System Transformation for Youth Employment (ASTYE) Uganda program

ASTYE is a 5-year transformative initiative designed to enable dignified and fulfilling work opportunities primarily for financially disadvantaged young women, refugees, and vulnerable groups by addressing structural barriers in Uganda’s Agrifood system. Aligned with Uganda’s Vision 2040, the National Development Plan and Government of Uganda Agriculture Value Chain Development Strategy, the program will contribute to national efforts toward poverty alleviation, economic growth, as well food and nutrition security. Additionally, ASTYE is part of the Mastercard Foundation’s Young Africa Works strategy in Uganda, which aims to empower 4.3 million young Ugandans, particularly young women, by addressing structural barriers to employment and providing them with the skills and resources to succeed.

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Specifically, GOAL will implement component one to reach 500,000 financially disadvantaged young people, with 400,000 transiting into work and 320,000 securing dignified and fulfilling work. As the program is young women-centric, 80% of the total outreach target will be young women within Uganda’s agrifood ecosystem. Furthermore, 3% of the total youth in work target will be refugees, and another 3% will be people with disabilities.

General Description of the Role

The Logistics Officer is responsible for providing logistics and Procurement support to the Kampala office including providing effective and timely logistics support to all programmes in relation to Assets, Stores, and Premises Management, ensuring that all programme logistics and procurement tasks are carried out in compliance with the donor requirements and supervision of office cleaners and house keepers.

Key Responsibilities:

Fixed Assets Management

• Ensure all assets received are tagged, have assets cards and updated on the Fixed Assets Register.
• Follow up the movement of assets to all field locations and report monthly any discrepancies with the monthly asset register. All assets’ holders should sign off asset receipts.
• Manage the shipment of all assets to be repaired; fill out equipment repair form before any repairs of equipment/asset and follow up.
• Ensure that disposal/damage loss report for assets are filled in and signed off by the logistics and procurement manager.

Stocks & Warehouse 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 to manage the logistics stock, including the stationary store, and ensure that the warehouse is clean & tidy at all times.
• Fill, for all movement of goods in and out the stores, all documentation according to the GOAL Logistics Manual.
• Goods Received
• Stock cards
• Delivery documents and packing lists
• Donation certificates
• Do a physical weekly (10%), monthly (30%) and 6-monthly (100%) physical inventory and stock takes
• Monitor that all stores are kept clean and ensure these are locked at all times and no materials are missing.
• Monitor the minimum stock levels if applicable and take action accordingly.
• Make the monthly stock report and send to Logistics & Procurement manager with agreement.
• Update all stock cards 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 stores
• Share stock reports monthly with programme staff, management and others as required.
• Reconcile stocks issued for distributions with the distribution lists and leftover donation stock returned to the warehouse and accounted for on the stock cards.
• Keep high value / attractive and moveable items (e.g. spare parts, pool asset) secure.
• Complete Goods Received Notes (GRN) issue and file on receipt of all stock into the warehouse and waybill issued for the movement of stock between locations.
• File all stores paperwork in accordance with the logistics manual in a secure location.
• Complete and update stock cards for all stock items on receipt and dispatch of stock.

Premises management

• Ensure the good condition of GOAL premises.
• Discuss with the Systems Coordinator, 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 Officer.
• Responsible for hygiene and tidiness in and around the GOAL premises and the disposal of waste in an environmentally responsible manner.
• Ensure all security guards are provided with necessary equipment (phone, torch, rain gear, …)
• 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 quarterly 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.
• Develop and implement maintenance schedule for Generator repairs.

Logistics/Procurement duties.

• Responsible and accountable for all supply chain related activities with respect to the following tasks
• Receives purchase requests (PRs) from users and in consultation with the logistics and procurement 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 all items procured are as per GOAL procurement chart and an official purchase order placed according to the best price in proportion to quality.
• Ensure that purchases are made in timely manner in reference to Procurement chart lead times and update the OTS.
• 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, organize their safe keeping in the stores
• Check all invoices for logistics services against orders made by the programme.
• Ensures that staff adhere to all GOAL procurement procedures.
• Prepare all needed documents for Finance department, in order to obtain petty cash needed to purchase goods or supplies.
• Ensure timely bookings of all hotel accommodation and payment of monthly utilities.
• Prepare payments of suppliers in a timely and accountable process and ensures that all necessary supporting documents are attached.

Reporting

• Compile a monthly logistics report and send to the Logistics and Procurement Manager by the 5th of every month.

Job Level Specifications

Essential

• Bachelor’s Degree in Logistics and Procurement, Business Administration or Supply Chain Management
• 3 years’ proven experience in logistics, supply chain, procurement, or warehouse management with an NGO
• Level 4 CIPS

Desirable

• Strong communication and interpersonal skills.
• Ability to collaborate effectively with diverse teams.
• Strong skills in prioritization.
• Excellent organizational and analytical skills with attention to detail.