Reports to: Country Director

About US:

International Lifeline Fund (Lifeline) is a non-profit organization that began working in refugee and displacement camps, emergency settings, and emerging markets in 2003 to enable sustainable access to fuel-efficient cooking technologies and reliable safe water. Lifeline operates under the conviction that many of the core problems underpinning global poverty – such as lack of access to efficient cooking technologies and clean water – can be addressed through market forces that sustain community-driven economic growth and livelihood benefits. With all our initiatives, Lifeline’s approach engages community stakeholders in the design, ownership, and long-term profit of these natural resource enterprises.

Job Summary:  The Senior Logistics Officer will mainly manage the overall logistics operations of International Lifeline Fund with a particular focus on procurement, fleet and adequate stewardship of assets. He/she will ensure that all Lifeline business is conducted in a professional manner which complies with International Lifeline Fund procurement policies and guidelines in alliance with Uganda PPDA standards.

Key Duties and Responsibilities:  

• Work in close coordination with the programs, prepare and monitor Lifeline's annual procurement plan.
• Implement procurement procedure in accordance to the procurement standards and guidelines of International Lifeline Fund.
• Make sure Lifeine logistical procedures are respected and supervise both clients and suppliers in the application of these procedures
• Controlling deliveries to Sub-offices and programs in terms of quantity and quality.
• Oversee the procurement of goods and services process from planning, tendering, evaluation, selection and awarding in accordance with Lifeline procurement policies and guidelines.
• Conduct market survey to gather and compare information on materials and applicable pricing and coordinate pre-qualification of service providers and maintain the list of suppliers. Maintain Lifeline suppliers’ relationships.
• Monitoring all stages of the clearance process for timely releases and ensuring smooth clearance. On-time replies to queries raised by customs, URA / other relevant government agencies, and ensuring timely renewal of exemptions.
• Manage the movement of shipments in and/or out of the country following Uganda and East Africa foreign trade policy and organizational policy and procedures and to comply with relevant local, country and international law and processes.
• Manage the necessary documentation and online forms for the efficient, cost-effective, and lawful execution of all import/export activities.
• Liaising with Clearing Agents, Freight Forwarders, Shipping Lines and Port Authorities to ensure efficient and cost-effective logistics; import/export law and procedures; tariffs and duties; licenses and restrictions.
• Ensure that the physical organization of items within warehouses is logical, optimizing space and preserving accessibility of items and that all goods are packed and stored safely and securely.
• Check the accuracy and filing of all storage documents.
• Check the registration of each item going in and out in respect of Lifeline procedures.
• Ensure physical inventories are done on a regular basis and crosscheck the physical inventories reports done by the Warehouse Officer.
• Perform regular random checks across the various documents (invoices, stock cards, delivery notes, physical inventory reports, etc.)
• Select carriers and negotiate contracts and rates in coordination with the Country Director and senior leadership team.
• Update and evaluate metrics to assess performance and implement enhancements.
• Develop a robust contract management system for proper tracking of deliverables of goods and services.
• Represent the organization in negotiating contracts, supplies and conduct procurement in a way that certify value for money.
• Plan and implement logistics operating procedures.
• Initiate request for quotations and other tender documents and submit to the Lifeline bid committee for approval.
• Develop and (upon approval) implement material flow management system to meet cookstove production requirements.
• Ensure procured materials and supplies are received at the project site on a timely and in a cost-effective manner while intact and in the quality at the cost agreed upon with the vendor/partner.
• Create and implement checks and balance to reduce risk of fraud.
• Work closely with finance department and the Country Director, draft service contract agreements and conduct large procurement.
• Train and guide Lifeline staff in procurement policies, guidelines and controls.
• Coach and mentor Logistics staff.

Store Management

• Oversee management and control of inventory.
• Make sure inventory always remains well stocked to ensure smooth flow of production and program operation.
• Train the warehouse officer to conduct timely and accurate physical inventory.
• Supervise the senior warehouse officer.

Vehicle maintenance and Fleet management

• Supervise drivers and train them on work ethics and record keeping.
• Ensure all vehicle logbooks are filled accurately.
• Ensure daily and weekly vehicle check are conducted by the drivers.
• Prepare vehicle weekly movement plan and follow the daily use of the vehicles.
• In coordination with the Country Director, allocate vehicles to meet transport need for the programs on a timely manner.
• Ensure that all hired vehicles are in good mechanical condition and ready for the hired purpose.
• Ensure contracts of all hired vehicles are active/ up to date and professionally managed with the support of the Country Director.

IT Support

• Ensure that office internet is functional and timely upload of approved staff airtime.
• Periodic update of antivirus.

Reporting

• Prepare and submit monthly and quarterly reports as required by your supervisor.

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Business Administration, Logistics, Supply Chain or a relevant field, with at least five (5) years of working experience in a similar position.
• In-depth knowledge of the consumer goods industry.
• Solid understanding of logistics and inventory management software is a Plus.
• Strong analytical, problem solving and organizational abilities.
• Exceptional verbal and written communication skills.
• Must be comfortable in formulating work plans.
• Ability to work under pressure and deal tactfully with sensitive issues.
• High level of integrity and ethical standards.
• Competent in using Microsoft Office (Word, Excel, PowerPoint, etc.)

All suitably qualified candidates please send a copy of your cover letter, resume and academic credentials to our office by e-mail to

HR@lifelinefund.org and Babra@lifelinefund.org

NB: Only successful candidates shall be contacted