Role overview
What you'll be stepping into
The Logistics and Procurement Officer will execute logistics and procurement roles at GOAL Mbale office with the aim of: Providing effective and timely support to all programmes in relation to Procurement, Assets, Stores, and Premises Management
To be successful in this role, you will need:
Essential
Bachelor's Degree in Procurement and Logistics or any other supply chain related course.
Minimum 3 years work experience with an INGO in a related role
Good computer skills MS Excel
Basic supervisory skills.
Highly organized.
Strong skills in prioritization.
Good interpersonal & communication skills.
Desirable
Level 4 CIPS
The key responsibilities of the role will be:
Procurement.
Responsible and accountable for all supply chain related activities with respect to the following tasks;
• Receive purchase requests (PRs) from users and in consultation with the Logistics Manager, send out inquiries or request for offer to potential suppliers.
• Receive offers/quotations from suppliers and prepare bid analysis for purchases and have all approvals completed according to the Procurement Chart.
• Ensure that all articles purchased are as per GOAL procurement chart and an official purchase order placed according to the best price in proportion to quality.
• Ensure that purchases are done in a timely manner in reference to procurement lead time.
• Ensure that all purchased goods are delivered according to specifications to the end customer and/or beneficiaries.
• Check all invoices for procurement services against orders made.
• Monitor and summarize all activities and provide a weekly report to the Logistics Manager.
• Ensure that staff adhere to all GOAL procurement procedures.
• Prepare all needed documents for Finance department to arrange for payment. Ensure that expenses in excess of the budget are discussed with the Logistics Manager prior to purchase.
• Keep a weekly track of prices for all purchased articles and ensure relevant section of the GOAL vendor roster is updated.
• File all related documentation.
• Ensure that the digital order tracking sheet is always updated.
Fixed Assets Management
• Ensure all assets received are registered on the fixed assets register, have an asset number and are engraved properly
• Follow up the movement of assets and report any discrepancies with the fixed asset register.
• Manage the transportation of all assets to be repaired and fill out the equipment repair form before sending any equipment/asset to Kampala/field.
• Ensure that disposal/damage/ loss reports for assets is completed and approved by Logistics Manager.
Stocks & Warehouse Management
• Implementation of all stores management procedures in line with GOAL Logistics Manual.
• Responsible for management of all stocks.
• Ensure that all stores documentation including Goods Received, Stock cards, delivery documents, donation certificates are properly filled in and updated. Conduct a monthly physical 30%, 6-monthly (100%) physical inventory exercise and submit reports to the Logistics Manager.
Premises management
• Identify any possible maintenance and repairs needed including generator servicing, office and compound.
• Responsible for hygiene in and around the GOAL premises and the disposal of waste in an environmentally responsible manner
• Ensure external security service is available on a daily basis.
• Ensure regular health and safety checks carried out of the offices (eg fire extinguishers, fire / smoke alarms, fire evacuation procedures, fire blankets, first aid kits, drinking water, garbage disposal) and all health and safety equipment in place and operational.
• Ensure office is fumigated regularly.
How to apply