JOB DETAILS:

ROLE PURPOSE:

Procurement and Logistics Officer provides overall effective and efficient support to programs’ needs with specific reference to supporting the implementation at all levels of procurement, logistics, booking services and equipment/asset/inventory management strategies, procedures and tools developed by YSAT through coordination and cooperation with all project staff, partners and beneficiaries.

WORKING ENVIRONMENT:

YSAT works in remote refugee hosting areas in Uganda with 3 field offices, 5 refugee settlements, approximately 58 staff and expenditure of 1.5 million USD / anum. The staff will be based in Rhino Camp during working days returning to town on Fridays. This role includes possibility of traveling to other YSAT field offices in Imvepi, Adjumani, soon Yumbe, Lamwo, Palorinya

Duties and Responsibilities

Procurement responsibilities:

• Ensuring that all procurement processes are in line with YSAT Procurement Policy;
• Following up on all procurement plans for all projects, in coordination with Program staff;
• Managing the procurement tracking sheet, including in relation to assigning progressive numbering to purchase requisitions, monitoring progress of each procedure and flagging any issues/delays;

• Advising Programme, participants/ partners on the appropriate procedures to follow for a given procurement need;
• Manage the electronic (online) dissemination of invitations to bid (including RFQs, single quote procedures, etc.);
• Participating in the evaluation of received bids;
• Managing relations with suppliers during the contract implementation period;
• Ensuring the correct closure of each procurement procedure by making sure the relevant completion/handover certificate is filled out;
• Managing procurement files in accordance with YSAT procedures and requirements;

Equipment/Asset/Inventory management responsibilities:

• Managing the relevant filing system, with specific reference, but not limited to updating the Assets and Equipment List and the General Programme Equipment List in real time and in accordance with YSAT procedures;
• Labelling new inventory items in real time and in accordance with YSAT labelling system;
• Managing vehicle fleet, with specific reference to monitoring need for vehicle servicing and coordinating with other colleagues, coordinating minor vehicle repairs / routine maintenance, monitoring correct use of vehicle log books;
• Ensuring assets/equipment handover to beneficiaries/partners takes place in accordance with YSAT procedures and donor requirements.

Logistics responsibilities:

• Ensuring all logistics-specific rules and policies are understood and respected;
• Monitoring availability of office supplies and ordering as necessary;
• Collecting information on vehicle needs from all projects and communicating to respective line managers on time.
• Manage all booking for Travels and accommodations of all Project staff when need be.
• Contributing to drafting of weekly, monthly, yearly and other reports.
• Any other duty as assigned.

Key Performance Indicators

- Timely lead time for delivery of goods and services

- Pre-qualified service providers

- Fully supported procurement thresholds inline with YSAT procurement policy/DOA Matrix

- Up to date Asset register

- Quarterly Physical asset register

- Annual and project level Procurement plan

- All assets tagged

- All Motorcycles/Vehicles in good working conditions

- Proper fuel management for vehicles, Generator and Bikes

Desired Qualifications/Experiences

• • Hold a Bachelor/Diploma in Procurement and Logistics Management or any related field.
  • At least 3 years of experience in procurement and logistics coordination in Uganda humanitarian operations.
  • Prior experience in managing multiple procurement procedures simultaneously.

Personal Competencies

• Very good command of written and spoken English
• Excellent computer literacy (MS Office and data base)
• Track record in driving/motorcycle riding skills with valid driving permit is a MUST;
• Ability to multi task and coordinate with Teams in various locations