Search UN Jobs and NGO Jobs

UN Jobs / NGO Job Vacancy : Uganda: Field Operations Officer

NGO Jobs / UN Jobs Vacancy

Organization: American Refugee Committee International
Country: Uganda
Closing date: 18 Jan 2018

Key responsibilities:

· As the overall procurement focal person at the Field site, facilitate the procurement process for Nakivale field office from the initial request to the completion of each order.

· Obtain quotations from ARC’s pre-qualified suppliers in order to effect a competitive and fair process of procurement in line with ARC and donor regulations, which will ensure ARC gets best value for money.

· Prepare Purchase Orders (PO) for approved Purchase Request Forms and negotiate delivery dates and ensure timely delivery with the successful supplier.

· Prepare a procurement report for the Protection Manager weekly, indicating the status of all procurements in relation to the procurement plans at the field.

· Develop and implement a quarterly procurement plan and maintain an updated procurement tracking sheet for the field site in line with the procurement guidelines.

· Liaise with the finance department to administer the final payments to vendors in line with the terms and conditions outlined in the PO.

· Track supplies delivered by the suppliers to the field site to ensure that the appropriate documentation i.e. waybills are submitted to head office.

· Maintain existing relationships with prequalified suppliers, as well as identifying new suppliers for categories of supplies that were not pre-qualified for, where needed.

· Update and maintain an electronic and manual filing system for all procurement.

· Coordinate pending and upcoming procurement deliveries to ensure efficient usage of the transit warehouse, scheduled transport/movement plans between Kampala & the field site.

· Maintain ARC vehicles within and outside Nakivale Refugee Settlement.

· Liaise with drivers and Protection Manager in the field to ensure that vehicles are in good running condition by ensuring that genuine & correct spare parts are procured when needed, repairs are done as per specifications and that periodic & scheduled vehicle maintenance service is carried out for all vehicles.

· Prepare field fuel monthly requests for replenishment by the head office.

· Prepare monthly fleet management reports and submit them to the Protection Manager.

· Plan, coordinate and manage vehicle movements within and outside Nakivale refugee settlement to ensure efficient use of the vehicle resource utilization.

· Maintain an up to date asset register for all ARC assets in Kampala and field offices, ensuring that all and any new assets are tagged/engraved accordingly.

· Ensure that any movement of assets is properly approved, recorded and documented.

· Ensure that proper disposal ARC and specific donor procedures and regulations are followed during any asset disposal.

Minimum qualifications:

· University degree in Logistics, Supply Chain Management, Business Management or similar degree.

· At least 5 years’ experience working in the field of program and/or Logistics and Operations in an International relief organization.

· Knowledge of standard INGO and Donor procurement procedures and practices.

· Excellent writing and communication skills, including proven report writing skills.

· Practical experience in strategic procurement and the management of contractual relationships and performance outcomes including the tender processes.

· Experience working with a diverse staff and confronting challenging field situations.

· Able to multi-task and work under pressure.

· Work experience in a complex emergency setting preferred. High level of Computer literacy and knowledge of software programs: Excel, Access, and similar packages.

How to apply:

Submit 1 page Cover letter, an updated CV (maximum four pages), Academic documents and names, title and contacts of three professional referees, to include most current employer/supervisor - via email to with the POSITION applied for clearly indicated in the subject line. The deadline for submission of applications is 18th January, 2018 at 17:00hrs. Only applications received through the stated email address will be considered. Only shortlisted candidates will be contacted.