Logistics Officer - Kotido

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. In Uganda, Mercy Corps has been working since May 2006 by focusing its programming on Health, adolescent girls’ empowerment, economic development, conflict mitigation, and humanitarian response.

Program/Department Summary

Mercy Corps has been present in Uganda since 2006, focusing its interventions on economic and agricultural development, maternal child health and nutrition, governance, conflict management and humanitarian response. With funding from USAID, DFID, ECHO, Sweden Government, Swiss Development Cooperation and private foundations including MasterCard Mercy Corps has been able to work together with communities in Uganda to respond to the needs of our target population, which is focused on youth and more specifically adolescent girls. In 2017, Mercy Corps had an impact on almost 1 million beneficiaries in Uganda through our work focusing on building resilience and enabling economic growth, improving opportunities to attain better health and nutrition, and improving governance and conflict management. Common themes include community engagement, inclusive development, gender, and working in partnership with local government, the private sector and civil society actors.

General Position Summary

The Logistics Officer is responsible for all logistical aspects of Mercy Corps' operations in Kampala, excluding procurement. Working closely with Program, Administration and Finance, the Logistics Officer is instrumental in supporting program activities and in ensuring effectiveness and efficiency in delivery of services. The Logistics Officer will support operations department to ensure routine logistical functions are in compliance with Mercy Corps policies and procedures. S/he is responsible for the fleet, Warehouse and Asset management.

Essential Job Functions

Asset Management

· The Logistics Officer ensures that procedures outlined in the Mercy Corps Asset Management Manual are implemented.

· Responsible for logging all new Mercy Corps assets in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions;

· Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual;

· Provides regular physical count/check of all assets and confirm their status and condition;

· Coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices;

· Update the electronic database monthly and provide an electronic copy to supervisor and Operations Manager; A hard copy is printed, signed and filed in the assets folder;

· Advises colleagues on guidelines of Mercy Corps asset and equipment use guidelines.

· Ensure all lost, damage, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;

· Assists and coordinate project staff on inventory issues. Assist in providing end of project reports on inventory and equipment lists, locations and status;

· Maintain inventories of all Mercy Corps premises (non-expendable properties) conduct regular checks (quarterly), Office and Guest House.

Warehousing

· Follow the Mercy Corps Warehouse Policy and Procedures Guidelines;

· Daily coordination of MC logistical, warehouse and asset management activities;

· Ensure the timely dispatch, delivery of supplies to field offices and project locations;

· Has a full understanding of MC warehouse policies and formats. Assists, as needed in training staff or third parties on these policies and forms;

· In charge of receiving all supplies regardless of whether it was procured or delivered from field locations

· Maintain the inventory and prepare the reports on a daily basis;

· All other activities to ensure the smooth warehouse operation;

· Prepare report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by supervisor.

· Display bin cards on each item in the warehouse;

· Maintain physical and electronic copies of inventory, as per formats and forms provided;

· Generate the commodities movement way bills.

· Updates inventory records on all the receipts / issues of inventory items from MC warehouse.

Fleet management

· General management of agency vehicles in Kampala.

· Ensure that all vehicles are safe and road-worthy.

· Ensure that all vehicles have proper on-board vehicle documentation.

· Maintain administrative vehicle files for each vehicle.

· Responsible for preparing transport-schedules and ensuring SWAP arrangements between Field Locations are completed, coordinated and communicated in a timely manner;

· Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of log sheets.

· Schedule vehicle use to meet programmatic and operational needs.

· Oversee and ensure proper use of the vehicles.

· Prepare fuel consumption reports

· Ensure cleanliness of vehicles.

· Organize regular service schedules for vehicles. Maintain vehicle maintenance files.

· Ensure all vehicle repairs are done in a timely manner.

· Track vehicle expenses in accordance with the respective procurement policy.

· File Monthly Vehicle Consumables reports for each vehicle separately.

· Manage drivers’ leave schedules ensuring smooth operation of the fleet.

· Coordinate with Human Resources to ensure proper tracking of drivers HR files.

· Ensure drivers are licensed and trained.

· Participate in hiring and disciplinary measures for drivers.

· Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.

· Ensure that security incident reports are completed and filed (if related to vehicles).

· Ensure that accident reports are completed and filed.

· Work with drivers on the day to day basis on movement plans, fueling, tyre status and service requests per KM reading of service mileage.

· Raise purchase request for fuel and manage the fuel consumption through the vehicle log consumables sheet, working with gas stations and processing payments. In the same line ensure vehicles are fueled in the presence of Logistics officer or designated staff.

· Prepare weekly movement plans, coordinate with program team to submit these weekly, integrate and share with the team

· Other duties as assigned

FINANCE & COMPLIANCE MANAGEMENT

· Ensure compliance with donor and Mercy Corps regulations related to Mercy Corps Field Fleet Management Policy, Field Warehouse Management Policy, Field Asset Management Policy, Field Finance Manual, FP3, Conflict of Interest Policy and all Mercy Corps Uganda policies

SECURITY

· Ensure compliance with security procedures and policies as determined by country leadership.

· Proactively ensure that team members operate in a secure environment and are aware of policies.

· Report all traffic related security incidents or threats, even if it does not involve agency vehicles to supervisor immediately

ORGANIZATIONAL LEARNING

· As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

ACCOUNTABILITY TO BENEFICIARIES

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

Accountability: Accountable to all Mercy Corps policies and regulations as established by HQ and Mercy Corps Uganda

Reports Directly to: Operations Manager, Kampala.

Supervisory Responsibility: Drivers

Works Directly with: procurement, Administration, Finance, and Program Leaders and Team Members

Ethics and Integrity

All Mercy Corps staff member are expected to behave ethically and demonstrate highest integrity in their professional and personal life. Mercy Corps has zero tolerance to any form of fraud, corruption, abuse, harassment or exploitation. Any breach of our policies or misconduct will lead to disciplinary action or may lead to termination.

Knowledge and Experience

· A Degree in Logistics and Procurement Management is desired

· 3+ years’ experience in logistics with strong organizational skills

· Ability to maintain logistics filing system,

· Ability to interact effectively with international and national personnel

· Adaptability to unanticipated circumstances,

· Microsoft Office computer skills and experience with using email.

· Ability to communicate in English.

· Proven ability to solve problems independently without supervision

· Proven track record of highest personal integrity

Success Factors

The successful candidate will be capable of working under pressure, rapid decision-making, have initiative, drive and a lot of energy, as well as high emotional intelligence, and proven experience with capacity building. Successful Mercy Corps team members have a strong commitment to teamwork and accountability, thrive in evolving and challenging environments, and make effective written and verbal communication a priority.

Mercy Corps team members represent the agency both during and outside work hours. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps' policies, procedures, and values at all times and in all in-country venues.

Closing date for applications: 30th September, 2022