Logistics Officer job at Alight

JOB DETAILS:
About the Position
The Logistics Officer is responsible for overseeing fleet, transit stores and distribution management support cells of ALIGHT Uganda Program. He/she will ensure effective and efficient support services to ALIGHT’s programs, ensure that ALIGHT’s and other applicable procedures and regulations relating to logistics, security and administration are complied with.

Primary Purpose Of The Position:
The Logistics Officer (LO) will perform and apply appropriate processes, procedures and policies that support the efficient and effective supply chain and procurement services. The Logistics Officer (LO) will report to the Logistics & Supply Chain Coordinator and supervises Drivers and Casual Workers/Loaders.
The Logistics Officer – is responsible for the transit stores, assets and compound management activities ensuring performance according to ALIGHT and Donor guidelines.

Key Duties & Responsibilities
Fleet management:
Work with Logistics & Supply Chain Coordinator to develop and implement ALIGHT fleet policies and guidelines that ensure effective and efficient provision of transport services;
• Liaise with L&SCC to develop and implement policies and procedures

• Develop and routinely update SOP’s to guide day to day operations of the transport function

• Highlight gaps in procedures and advise management on necessary revisions
• Monitoring compliance and effectiveness of policies and procedures.

Monitor and ensure proper management and maintenance of ALIGHT vehicles for provision of efficient transport services;

• To undertake regular cost benefit analyses and needs analyses of ALIGHT fleet to ensure efficiency and effectiveness
• Plan and organise vehicle maintenance servicing and repairs whenever necessary to ensure timely and effective repair of vehicles
• Ensure availability of skilled drivers to drive the vehicles

• Ensure that all vehicles are in good mechanical condition, regularly serviced and duly insured.
• Ensure that all vehicle fleet have tool kits and first aid box.
• Follow up reports of vehicle damage with the L&SCC as well as other organisations like the police as and when need arise.

• Ensure that each vehicle has a designated driver who is responsible for its checks and maintenance.

Ensure efficient and effective management of fuel for ALIGHT vehicles, as well as track usage on fuel cards;

• In liaison with the procurement department, procure and monitor usage of fuel for ALIGHT vehicles, motor cycles and generators.
• Manage the issuing and track effective usage of fuel cards
• Manage the down load of monthly fuel statements from contracted fuel service providers (Vivo Energy Uganda Ltd and Total Energies Ltd), review fuel e-receipts, vehicle log sheets and prepare fuel replenishment accountabilities for review of the Logistics and Supply Chain Coordinator.

• Ensure proper and accurate documentation of vehicle mileage records by undertaking weekly checks of individual drivers’ mileage records and taking necessary action where inconsistencies are noted
• Ensure compliance by driver to established fuel consumption procedures by routinely monitoring fuel consumption records
• Ensure safe custody of all transport records (including vehicle registration log books and mileage logs books)
• Maintain an up-to-date database for proper tracking and reporting of vehicle usage & fuel consumption
• Analyse fuel consumption records generated by service provider to ensure accurate billing

Manage & coordinate the activities of the transport team to ensure efficient & effective performance for the achievement of department objectives;
• Provide effective leadership, and maintain good teamwork among the drivers
• Coordinate and supervise the work of the transport department by ensuring weekly vehicle movement planning, weekly vehicle checks and follow up of vehicle maintenance schedules.
• Monitor and maintain regular update of all motor vehicles and cycles insurance stickers for third party and comprehensive insurance cover.
• Develop duty rota for drivers to ensure achievement of department objectives
• Ensure that the drivers have up-to-date and the correct class of driver licences
• Supervise the deliveries of the various items including letters, packages, laboratory samples, etc.
• Participate in the drawing of the department budget, and ensure effective management of the agreed activities within the budget line.
• Plan and conduct regular meetings with the team.
• Ensure regular availability of an ‘on call’ driver for the in-patient care centre whenever required.
• Define and monitor performance targets for effective service delivery
• Ensure availability and access to resources necessary for provision of quality transport services
• Develop and implement systems for proper accountability of resource and activities
• Ensure effective performance management of staff within the department through performance appraisal
• Support the staff of the department and respond to their issues on a timely manner.
• Prepare and submit to the L&SCC periodic departmental activity reports.

Oversee and ensure availability of efficient and effective transport services for ALIGHT staff, clients, visitors and or items to required destinations;
• Develop and implement a transport requisition system, ensuring that clear timescales are established and disseminated, and that all necessary approvals are in place prior to travel
• Provide appropriate documentation to support payment requisitions and monthly mileage recharge reports to ensure completeness of accountability for costs incurred
• Develop and disseminate a weekly transport schedule, and ensure that all transport needs are met.
• Ensure that staff, Clients, Participants and Visitors are transported in time
• Supervise the deliveries of the various items including letters, packages, program supplies, etc

Coordinate and supervise the outsourced service provider to ensure provision of quality services and value for money;
• Monitor service provider contracts and advise management accordingly to ensure that ALIGHT has updated contracts for hired transport, fuel companies and garage services.
• Develop minimum requirements and ensure they are included within service contract as regards
• Conditions of vehicles
• Features (for example Air conditioning is a basic minimum requirement)
• Driver capability
• Vehicle insurance
• Monitoring operations of service providers against contractual obligations to ensure compliance and take appropriate action where service does not meet expectations
• In liaison with Logistics & Supply Chain Coordinator, undertake regular market research on transport charges to ensure that the cost of these services are offering value for money
• To process timely payment request for service providers in line with the approved budget as well as ensuring value for money.

Stores management:
• Verify shipping documents, specifications, quantities and qualities of goods for receipt, storage and prepare dispatch of goods against approved stores requisition forms.
• Track supplies delivered by the suppliers to the field site to ensure that the appropriate documentation i.e. waybills are submitted to Country office.
• Prepare the monthly warehouse tracker and inventory monthly reports for donors in a timely manner and submit this to the Logistics & Supply Chain Coordinator by 5th of every month.
• Ensure maintenance of the security and safety of all items in the transit store in Kampala.
• Maintain proper and updated stores documentation (stock cards, bin cards, packing lists, waybills, goods received notes, goods returned notes, stores requisitions) and file all copies as appropriate with supporting documents.
• Carry out monthly stock taking in presence of independent observers (Program and Finance) and share the signed report with the Logistics & Supply Chain Coordinator.
• Verify, receive, store all supplies and equipment purchased for Programs at Country Office – Kampala and notify all the requesters to request for transportation of items to their respective field offices.
• Carry out joint inspections on deliveries on behalf of requesters to confirm that materials delivered conform to the details of the Purchase Order, Delivery Note and or Way Bill and that they are free of any damage before accepting them into the store.
• Store organizational supplies and equipment to ensure safe custody in line with the operations guidelines.
• Issue stores supplies and materials to different departmental / unit users in the field office based on approved stores requisition notes in line with the ALIGHT’s Uganda’s operations guidelines.
• Plan and coordinate with program teams to develop distribution plans and distribute items in the store to beneficiaries in a timely manner.
• Reconcile the physical stock balances by carrying out periodic stock taking in accordance with stores and procurement guidelines.
• Conduct a comprehensive stock taking exercise and check for replenished items and supplies that have either expired or out of stock.
• Receive user departments / units store requisitions fully authorized, pick, prepack supplies and prepare issue vouchers to acknowledge receipts.
• Generate consumption data for forecasting supplies and determine optimal storage capacity requirements for ALIGHT stock including those of field sites.
• Ensure safety and security of stores, equipment and materials kept in the store.
• Ensure that the store is tidy and well-arranged all the time to ease removal of or getting in materials and or movement of people.
• Timely reporting (dashboard) on warehouse tracker, inventory reports for donors, monthly physical stock count reports.
• Support all field office stores focal point persons to set up ALIGHT standard inventory management system and accountable records maintenance for all program supplies in their respective stores.

Requirements
Qualifications and experience:
• Minimum of Bachelor’s degree in Procurement and Logistics Management /or Operations, Business administration, International trade, CIPS or related
• Minimum of two (3) years of work experience with development or relief organizations working in complex emergency situations and/or development settings
• Minimum two (2) years of managing the operations and coordination experience with development/relief programs at comparable job level.
• Familiarity with private, UN, US government and multilateral donor Logistics requirements and working.
• High proficiency in reading, writing and speaking English; also proficiency in the use of computers and standard application, including use of Information Management Systems (IMS).

Behavioral competences:
• Strong analytical, written and verbal skills
• High level of integrity, accountability and personal ethic
• Good interpersonal skills; ability and inclination to work in/with teams
• High level of self-drive, discipline and desire to achieve
• A go getter requiring minimal supervision to work towards results
• Willingness to travel and stay for extended periods in remote refugee sites to support work.

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

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