Supply and Logistics Officer (Maternity Cover) Job at Oxfam

Oxfam

Supply and Logistics Officer (Maternity Cover) Job Post

Location: Jobs in Uganda 2023 - 2024

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: January 17 2024

Hiring Organization: Oxfam

Job Details:

JOB PURPOSE:
To manage the daily running of the Kampala Supply Unit, ensuring that supply and logistics is carried out according to Oxfam policy and procedures for the six countries in the region. Perform tendering and contract tasks for the Kampala Supply Unit. Update the Oxfam supplier database following our ethical purchasing policy and ensure suppliers are selected in accordance with the policy. (OPTIONAL: To act as the focal point for the Helios project at the Kampala Supply Unit, liaising with the Helios team in Oxford and Region on operational and strategic issues relating to the project.

Job Purpose - Key Responsibilities and Accountabilities
Procurement
• Coordinate and process promptly all requisitions and Internal Purchase Orders (IPOs) from field locations.
• Audit all requisitions and feedback to requesters, from the field locations, regarding accuracy and processing status.
• Ensure quick follow up of payments for supplies to manage accruals and cash flow effectively.
• Coordinate all local purchases to ensure compliance to policy.
• Identify new sources of procurement in a proactive manner or according to specific requests by comparing the regional database with the global database to identify the most cost effective purchasing routes to meet programmes needs on time and to specified quality.
• Source for quotations, compile comparative bid analysis, and award to successful supplier. Seek relevant approvals where necessary.
• Undertake tender process for purchases that meet threshold and present to the Procurement Committee.
• propose that the procurement of goods and services deliberations are compiled by the S&L officer.
• Supervise preparation & dispatch of POs to suppliers and get acknowledgement of receipt and confirmation on delivery dates. Co-ordinate cash purchases from supplier premises as required
• Follow up sent waybills with the consignee in country to ensure that deliveries are confirmed. (GRNs are received)
• Issue of pre-qualification documents, prepare supplier register.
• Carry out procurement and logistics related filing (both manual and electronic).
• Drafting contracts with the right Articles and Clauses to hold the suppliers and/or service providers to account for work tendered out.
• Ensuring timely signing of service contracts by supplier and/or service provider and signatories.

Creditors reconciliation
• Manages supplier relations and reconcile account when the payment terms spelled in the LPO have changed e.g. due to part supply of goods or other valid reasons.
• Manages the chain of custody of all supplier documents is clear and consistent to ensure that supplier documents are not misplaced or lost and also easy tracing of the same when need be.
• Ensures quick follow up of payments for supplies to manage accruals and cash flow effectively
• Ensure compilation of invoices, delivery notes, GRN and other receipt documents and submit them to facilitate invoice processing for purchases in Helios (when applicable) and outside of Helios.

Technical Skills, Experience & Knowledge
• At least a first degree in Supply Chain Management
• Professional qualification in commercial purchasing–supply standards, CIPS or equivalent
• Minimum 5 years professional experience in Supply Chain Management at senior management level
• Experience in Humanitarian or Development work is a strong advantage.
• High level of numeracy with experience in cost analysis
• Understanding & knowledge of operational Purchasing & Supply practice, policies & procedures
• Ability to work effectively and to produce quality work with little upward referral
• Work accurately with attention to detail.
• Ability to respond to a variety of questions relating to the job.
• Demonstrates pro-activity, adaptability and flexibility in all aspects of working.
• Good interpersonal and teamwork skills.
• Computer literacy. Word and Excel.
• Experience with a Supply-chain ERP
• Proven experience and knowledge of tendering & contracting practices.
• Strong negotiation skills.
• High level of Integrity