Oxfam is a global movement of people working together to end the injustice of poverty. This means that we tackle the inequality that keeps people poor. Together we save, protect and rebuild lives. When disaster strikes, we help people build better lives for themselves and for others. We take on issues like land rights, climate change and discrimination against women. And we won’t stop until every person on the planet can enjoy life free from poverty.

We are an international confederation of 21 organisations (affiliates) plus the Oxfam International Secretariat, all working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. All our work is led by our core values: Empowerment, Accountability, Inclusiveness, Courage, Solidarity and Equality.

Oxfam Novib Uganda is looking for a Logistics Officer.

Duty station: Arua, Uganda with support to Kyaka

Type of appointment: Fixed-term Contract

Contract duration: 12 Months, With Possibility of renewal depending on budget and performance

Work schedule: Full-time 40 hours per week

Reports to: Logistics Coordinator

Salary & Scale: D1

Start date: As soon as possible

Deadline for applications: November 20th, 2024

CONTEXT

Oxfam in Uganda started work in the 1960s delivering development and humanitarian support as part of the Oxfam confederation, a global movement of people fighting to end inequality and injustice. Today, we continue to tackle the inequalities that make and keep people poor. We save and protect people’s lives in times of crisis. We work with people to build their resilience and rebuild their livelihoods. We enable vulnerable people’s voices to be heard and campaign for genuine, durable change.

OBJECTIVE OF THE POSITION

The Logistic Officer will coordinate local logistics activities and processes to acquire goods and services for Oxfam Uganda in Arua & Kyaka field offices in support of the delivery of high-quality programming. You will coordinate the implementation of all day-to-day logistics activities for the Arua and Kyaka field team to ensure all programs and operations have the goods and services needed when they need them.

KEY RESPONSIBILITIES

• Coordinate fully compliant procurement systems and operating procedures. Assess effectiveness and efficiency and recommend improvements. Contribute to ensuring compliance with Oxfam procurement principles, standards, and policies, donor regulations, and local statutory requirements.
• Coordinate with various departments to develop and maintain an up-to-date procurement plan with all quantities, quality and delivery requirements for goods and services. Provide pricing information to assist budget holders with budget preparation.
• Coordinate the sourcing process and perform various activities to assist with ensuring the best value for money: market research, cost estimates, solicitation documents, bidding process facilitation, supplier identification and research, quality and availability of goods assessment, negotiation, contract/purchase order and other documents preparation.
• Communicate with other procurement staff and various program and operations units to coordinate and track goods/services delivery and receipt and keep everyone informed of the status. Coordinate with the administration department to confirm that goods/services delivered are what have been ordered in the correct quantities and quality, they arrive on schedule and at the right cost.
• Maintain correspondence and constant contact with suppliers to follow up on the execution of contractual terms and conditions, and handle issues if needed. Monitor and report on supplier performance, noting current and/or potential issues and/or inefficiencies and assist with contract/purchase order modifications.
• Accountable for transparency within the procurement department through ensuring a complete, accurate and up-to-date document trail of all procurement processes, vendor files, procurement, and inventory database to assist with control and accountability. Prepare reports and facilitate document retrieval. Help ensure administrative systems, processes, and policies are in line with agency standards and donor and local law regulations.
• Engage with relevant external stakeholders (government officials, landlords, service providers, etc.) on assigned administrative matters and help ensure required authorizations and documents are up to date
• Coordinate the efficient use of CP assets and rented facilities. Help ensure fully compliant procurement of office materials and asset management systems and report on activities and required resources to ensure cost efficient and quality service delivery from administrative support functions. Manage all apartment related bureaucracy including the payment of rents, common bills and utilities.
• Coordinate the provision of travel and logistics support and services to staff and visitors. Coordinate event planning activities, including delegation visits, trainings and workshops and help identify safety issues and ensuring a safe and sound work environment.
• Support the implementation of delivery operations from arrival of goods in Arua and Kyaka (or local purchase point) to the warehouses/storage and on to the final distribution centers in accordance with Oxfam and donor regulations and international and local supply chain standards and requirements
• Coordinate activities to ensure warehousing/storage facilities and all necessary equipment and supplies are secured and maintained in excellent physical condition and quantities for proper storage and safeguarding of goods. Conduct routine daily inspections and take immediate action to eliminate damage and deficiencies.
• Coordinate receipt (offloading, checking and verifying quantities/weight and quality), transportation, distribution and dispatch (packing, labelling, loading); and ensure verification, preparation, and maintenance of accurate, complete, and up-to-date documentation on all goods received and shipped.
• Oversee and assist storage and inspection of goods to ensure they are in excellent condition. Provide support in damage and/or loss handling and replenishment of goods to ensure adequate stock levels are maintained in accordance with program needs and maintenance of an up-to-date stock ledger.
• Maintain updated files with all required logistics documents and ensure all logistics management activities and movements are fully and accurately documented. Prepare and/or review all reports prior to submission per distribution requirements.
• Maintain a list of the Oxfam vendor database at the office and ensures all documentations regarding said vendors are on file. S/he takes leadership in on-boarding new vendors.
• Undertake contract management, maintain proper contract documentation and filing system for all official correspondences.
• Ensure Insight purchase orders are well supported with complete electronic supporting documents before approval for purchase requisitions handled at the field office
• Conduct market and due diligence surveys for service providers to be added to the system.
• Organizing all Drivers and vehicles to provide efficient transport for all project teams.
• Ensure all Drivers of organizational vehicles in Arua and Kyaka are oriented on the Vehicle Usage Procedures and organizational Code of Conduct. In upholding this policy, provide safety checks on vehicles.
• Review all vehicle logbooks to be correctly filled in for all journeys and checked against the Fuel Log on a monthly basis.
• Ensure all work on Arua and Kyaka vehicles is checked on completion, all parts are replaced, and vehicles condition has improved where appropriate.
• Manage vehicle usage ensuring all employees and drivers comply with the organization Vehicle Usage guide, any accidents or damages are fully reported to senior management.
• Ensure all vehicles are roadworthy and have valid insurance stickers.
• Conduct bi-annual physical assets verification in Arua and Kyaka field offices and update the asset and inventory registers.
• Ensure proper tagging of assets in Arua and Kyaka and notify the logistics coordinator where tags are not visible and/or not on the assets and inventory.

WHO ARE WE LOOKING FOR?

Of course, you have at least a minimum of 5 years’ work experience in procurement/purchasing management, logistics, administration, preferably with an international non-Governmental organization. You have a bachelor’s degree in Procurement and Logistics Management, Business Administration, or other relevant degree required. Professional certification such as CIPS a plus. You have good knowledge of various donor procurement regulations (e.g. EU, UN). You have knowledge of international and national procurement regulations and local market conditions. You have knowledge of contract terms, as well as a proven ability to successfully complete purchase orders against specifications. You have excellent knowledge and experience in core financial management, donor-funded programmes, Local tax laws, international accounting standards practices. You have excellent communication skills (written and verbal), interpersonal skills and Planning, problem-solving and analytical skills. Strong Computer skills, particularly with spreadsheets and accounting software. You have the ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.  You have the ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work. Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible.

WORKING AT OXFAM NOVIB

• All our work is guided by our core values: Empowerment, Accountability, Inclusiveness, Courage, Solidarity and Equality.
• At Oxfam Novib, we work according to the Feminist Principles – Oxfam Policy & Practice.
• Oxfam Novib is based on the power of difference. That is why we aim to attract a diverse mix of talented people who share our standards, values and principles, and who are committed to prevent and eliminate any type of misconduct.
• We have an active policy against sexual harassment, exploitation and abuse, any form of abuse of power or lack of integrity and financial misconduct. This subject will be covered in our application and selection process.

ADDITIONAL INFORMATION

• Do you believe that this is the job you are looking? Then we would love to meet you! Please send your resume and cover letter.

If you have questions regarding the position, please contact Human Resource Office through +256 (0) 414-390-500.

• Only applications received before the closing date November 20th, 2024, and submitted via our application portal will be considered.
• This job opening is posted internally and externally, simultaneously. Internal candidates are given preference if they are sufficiently qualified or can be obtained in short term. We believe it’s important in our organization that our employees are offered maximum opportunities for growth in new themes and competencies. Priority for internal candidates supports this.
• At the time of a contract offer, it is necessary for Oxfam Novib to request valid references. Our candidates will be subject to appropriate screening checks, including criminal records and terrorism, financial checks or integrity screenings/references.
• Oxfam Novib reserves the right, to its sole discretion, not to make agreements regarding this job opening, make an agreement in a lower level, or make an agreement with an amended job description.