Report to: Regional Program Coordinator
Location: Action Against Hunger USA, Kyangwali, Uganda
Last updated: October 2021
Length of Contract: 12 months
Action Against Hunger-USA is part of the Action Against Hunger International network, which provides humanitarian relief in over 40 countries worldwide in the sectors of nutrition, health, water/sanitation, and food security. Action Against Hunger-USA, an independent NGO, currently manages operations in 8 countries: Kenya, South Sudan, Cambodia, Tanzania, Uganda, Ethiopia, Haiti and Somalia. Action Against Hunger-USA has over $75 million in programs, and approximately 2000 staff based in in the various country offices, Head Quarter in New York City and Operational Centre in Nairobi. Additional growth is anticipated.
Summary of Position
The Base logistician has responsibility of co-ordination and support of logistics activities within the base of operation. He/she is responsible for effectively managing logistics staff, vehicles, procurement, assets, stocks and jointly monitor security with the Regional Program Coordinator for Action Against Hunger with a view to ensuring smooth service to the field office
Essential job duties:
• Ensure strict compliance to Action Against Hunger’s kit log and its implementation in base operations for proper audit filing and control
• Management of all logistics support, following Action Against Hunger procedures and policies for the management of the supply chain, vehicle fleets, assets and stocks through the technical guidance of the Logistics Coordinator
• Liaise closely with the Logistics Unit in Kampala, and in general to support the Logistic coordinator technical initiatives around internal logistics practices
• Liaise with the local government and other agencies on issues of common interest if deemed necessary by Program Manager
• Work in close collaboration with other members of Action Against Hunger teams in other bases/regions; sharing information on policies and procedures with proposed implementation strategies, providing logistics overviews on costs, materials, goods, services and supplies
• Ensure that minimum infrastructure requirement as per the kit log (energy, network, internet) is assessed (energy safety), in place or planned to be setup using the kit log tools.
• Centralize the programme supply chain by setting up effective order management systems at base level for all local and national orders with support from capital office
• Through guidance and support from capital office and Program Manager/ Field Coordinator, ensure local and national procurement practices are compliant with donor regulations practices
• Organise the procurement of items based on authorised PRs as requested by the budget holder and ensure correct Action Against Hunger procedures are followed in procurement chain cycle
• Update price catalogue with new purchase prices at least every three months
• Setup local framework agreements for recurrent procurement if not covered by Kampala Supply team.
• Ensure quality of goods and services procured by taking a proactive role in discussing the technical specifications on the PR, organising visits to suppliers with programs
• Ensure management of vehicle fleet is in line with Action Against Hunger standards (kit log), and ensure appropriate allocation and safe, economical use of vehicles throughout programmes and ensure servicing and maintenance schedules are adhered to.
• To assist the drivers and mechanics with the following duties
• Manage the use of vehicles and communication equipment
• Supervise vehicle plans and allocation in order to optimally serve the needs of programmes
• Update and supervise vehicle (car and motorcycle) maintenance planning
• Monitor fuel consumption of Action Against Hunger vehicles
• Ensure Action Against Hunger safety regulations are adhered to by both drivers and passengers at all times
• Ensure that all Action Against Hunger vehicles are fully kitted out with first aid box, toolbox, fire extinguisher, valid vehicle documents and insurance, vehicle folder, rescue kits, jack, spare tires etc.
• Ensure stock management and administration systems are implemented for all the programmes.
• All the documentation are in place as per the kit log requirement and updated in real time
• No dead stock or end of project remaining stock.
• Ensure a centralized base assets register is maintained by sharing all the information to the log co, with all programme assets tagged with asset numbers and ID cards for ease of tracking
• Ensure an inventory list is placed in each room and updated every three month
• Ensure the equipment files and particularly the allocation and ID files are signed by all users
• Monitor security information and networks and ensure that security information is disseminated appropriately and effectively through the HOR
• Support security focal points to function effectively
• Participate actively in internal and external security meetings
The position line manages Drivers in the Base
Gender Equality Commitments
• Foster an environment that supports values of women and men, and equal access to information.
• Provide a work environment where women and men must be evaluated and promoted based on their skills and performance.
• Respect beneficiaries’ women, men, children (boys and girls) regardless of gender, sex orientation, disability, religion. race, color, ancestry, national origin, age, or marital status.
• Value and respect all cultures.
• While performing the duties of this job, the employee is required to sit for long periods and to concentrate on work, including typing, and turn out heavy volumes of work accurately, within short time frames under stressful situations in the context of a moderately noisy office with many interruptions. Must be able to proofread own work accurately so that only minor corrections are needed on an infrequent basis.
• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Working Conditions, Travel and Environment
The duties of the job require regular job attendance at least five days per week. Must be available to work outside normal office hours or on the weekends as required.
Must be able to travel as required for standard domestic and international business purposes. While performing the duties of this job in the field, the employee may be exposed to precarious settings under high security risks and/or very basic living conditions and outside weather conditions, as well as to infectious diseases.
Required Qualifications, Professional Experience, Skills & Competencies
• Bachelor’s degree in Logistics and/or business administration.
• Previous experience working with NGO or UN agencies
• Proven knowledge and experience of logistics core competencies
• Competence in all components of Logistics (fleet management, transport, warehousing, etc.)
• Experience of working in humanitarian relief/development sector in the field, in a logistics or other related program support role.
• Strong communications skills, with excellent verbal and written English. Fluent in local dialects is a requirement.
• Excellent working knowledge of Computer-Ms WORD/ Excel Computer skills is a MUST.
Willing to work occasional evenings and weekends and to carry out field visits at short notice if required.
Education Requirement: No Requirements
Job Experience: No Requirements
Work Hours: 8
Job application procedure
All candidates should apply online at https://careers.actionagainsthunger.org/ Action Against Hunger-USA provides all staff with an attractive salary & benefits package. We provide equal employment opportunities (EEO) to all employees & qualified applicants for employment without regard to race, color, religion, gender, ancestry, national origin, age, handicap, disability, marital status, or status as a veteran. Action Against Hunger-USA complies with all applicable laws governing nondiscrimination in employment.