Logistics & Admin Officer

Your main tasks and responsibilities

Procurement

• Supports in the procurement, reception and storage of purchased goods and services for programme activities in accordance with ZOA procurement guidelines.

• Keep accurate and transparent records of all logistic or procurement transactions in ZOA Manager

• Responsible for keeping an updated procurement tracker of goods and services ensuring sharing of information including supplier databases, completeness of documentation and correct approvals obtained for acquisition, purchase, contract management and tender procedures in accordance with the ZOA Procurement Guidelines.

• Responsible for the safeguarding of all ZOA assets and maintaining and updating assets register and submit quarterly assets list to Logistics Coordinator including asset owner, condition of assets, chargeable projects and any repairs or maintenance needs and ensuring all assets are tagged accordingly

Vehicle/fleet management

• Ensure monthly reporting on mileage, fuel consumption, as well as repair and maintenance costs.

• Coordinate field transport, servicing vehicles & motorcycles and ensure that all are safe, road-worthy and have proper on-board documentation.

• Follow up, receive and enter log-book information monthly and send reports to Kampala Coordination Office

• Assisting Program Manager in ensuring vehicle maintenance is carried out according to schedule/required maintenance and repairs are done in time.

• Responsible for ensuring timely renewal of motorcycles insurance

• Coordination of transport for both staff and materials to respective field locations

Stores and asset management

• Keeping track of office consumables in all ZOA Acholi-Karamoja offices and ensuring their availability using stock cards

• Organize storage of goods and assets at ZOA Acholi offices

• Assists in safeguarding of all ZOA assets and maintaining and updating assets register and submit quarterly assets list to, including asset owner, chargeable project and any repairs or maintenance needs

IT Support

• Maintaining oversight of all ZOA Uganda Acholi internet subscriptions and ISPs, including tracking usage and setting limits as needed (in discussion with the MoO).

• Focal point for ZOA Uganda Acholi-Karamoja for IT support (in coordination with ZOA Logistics Coordinator ,Kampala)

• Ensuring IT assets are maintained and kept in good working condition at all times

• Carrying out IT training (at least at introductory level) for ZOA Acholi -Karamoja staff, use of ZOA Manager, access to ZOA Quality Library and use of Office 365.

• Other IT support activities as requested by the Programme Manager Acholi or Kampala team, and possibly in liaison with consultants and other external providers.

Office Health & Safety and Security

• Coordinate maintenance of Acholi-Karamoja offices and other assets, ensuring safety equipment is in place and well maintained

• Responsible that offices are according to health & safety and security standards, in coordination with the Programme Manager.

Accountability

• Sensitize all stakeholders (beneficiaries, service providers, partners, government and other) on feedback and complaint mechanisms implemented by ZOA Uganda

• Upon receipt of a complaint or feedback, ensure that it is correctly documented following correct reporting procedures

• Understand ZOA’s code of conduct and safeguarding policies, ensure adherence to these policies and that project activities are implemented with a “Do No Harm” approach