Logistics & Procurement Officer job at GOAL

Program Background

The GREEN Project is a 28-month initiative implemented under the ReForEst Uganda Programme with funding from Italian Agency for Development Cooperation (AICS) and the European Union. The project seeks to enhance livelihoods, jobs and ecological resilience through sustainable Non-Timber Forest Product (NTFP) enterprises while contributing to forest conservation, restoration and climate resilience across 16 districts in Eastern Uganda and Napak District in Karamoja. The project focuses on five priority NTFP value chains: bamboo, honey/apiculture, shea, cashew, and wild mango. Through a Green Entrepreneurship Platform (GEP), incubation services, acceleration support, cottage industry, access to finance and market linkages, the project will strengthen 140 enterprises, 50 producer groups and support 10,000 households along these NTFP value chains. The Charity: Water Project supports sustainable WASH programming in Mbale and surrounding areas through improved access to safe water, sanitation and hygiene services, community engagement, behavior change, infrastructure monitoring and service sustainability.

Job summary

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.

General Terms and Conditions

At GOAL we welcome people of all abilities and want to ensure that our hiring and interview process meets the needs of all applicants.

• 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.
• 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.
• 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.
• 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.

• Good computer skills MS Excel
• Basic supervisory skills.
• Highly organized.
• Strong skills in prioritization.
• Good interpersonal & communication skills.

• 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
• Level 4 CIPS (Desirable)