Logistics/ Administration Assistant Jobs at Plan Uganda

Job Title: Logistics/ Administration Assistant

Company: Plan Uganda

Job Location: Kamuli, Eastern Region, Uganda

Job Description

Specific Responsibilities:

1. Vehicles

a) Ensure that all vehicles and motorcycles at the PA office are in an optimal operating condition and monitor performance standards of selected garages to ensure value for money repairs.

b)  Monitor usage of fuel, and complete monthly fuel consumption analysis report. Prepare payment breakdown for the fuel consumed at the PA showing the various GL codes to be charged.
c)  Prepare and follow weekly transport plans and route schedules with relevant staff and allocated drivers to ensure efficiency in staff movements according to Plan transport policy.
d)  Keep custody of PA Office fleet records including but not limited to maintenance and repair records, valid insurance certificates, etc and ensure periodic update of such records.

2.  Assets/Inventory
a)  Implement PLAN Uganda assets/property policy inclusive of asset register updating, asset movement tracking, and reporting losses and ensure appropriate filing of all relevant documents.
b)  Bring to the attention of the Coordinator assets due for the disposal and ensure that proper procedures are followed; disposals are conducted in time and in a transparent manner

3.  Logistical support
c)  Book hotels and community food vendor services for accommodation and workshops required in conformity with Plan policies and procedures. Also organize Plan events, workshops and other related functions as agreed with the supervisor.
d)  Prepare prompt payment to vendors according to the approved Purchase Order agreement; ensure punctual delivery of goods and services by the vendor; proper receipt and clearance of any materials, supplies, or equipment; and the negotiation of any returns or adjustments which may become necessary. Also maintain records to record receipt of invoices.
e)  Responsible for general office cleaning, office equipment maintenance and utilization, utility bills payment and tracking and follow-up on repairs needed with external service providers and the landlord to ensure works are done and are value for money.
f)  As delegated by the Procurement and Administration Coordinator, perform the tasks in line with established procedures and policies.

Required competencies:

•  A university degree or higher diploma in business or education or another related field. •  At least 3 years of working experience in a relevant field.
•  Experience in use of Microsoft office applications i.e word, excel and power point.
•  Ability and willingness to learn and travel to the field
•  Very well organized and able to work under pressure
•  Excellent interpersonal skills


How to Apply

Suitably qualified candidates should submit electronic copies (of not more than 2MB) of letters of application, together with aCV. Contact telephone numbers, copies of relevant certificates,names and contact details of three references plus salary historyshould be included and sent to the undersigned

Qualified female candidates are encouraged to apply. Only

Short-listed candidates will be contacted. Please consideryour application unsuccessful in case you do not hearfrom us by 30th December, 2013.

The People & Culture Manager, Plan Uganda

Email: uganda.recruitment@plan-international.org

As a child centered development organization, Plan strives to ensure that children are kept safe in all theareas we operate. The organization further has a childprotection policy that every staff is required to sign.Potential candidates will be required to provide informationconfirming whether or not they have ever been convicted ofany child abuse crimes

Application Deadline: 31st Oct  2013