Job Title: Logistics Graduate Trainee (2 Fresher NGO Jobs)
Organisation: Food for the Hungry (FH/U)
Duty Station: Kampala, Uganda
Reports to: Logistics Manager
About US:
Food for the Hungry (FH/U) is a Christian international relief and development organization that has been working in Uganda since 1989. FH is currently operating programs in Asia, Latin America and Africa with support offices in the UK, Canada, Switzerland, Sweden, United States of America and Japan. FH’s primary goal is to end all forms of poverty World-wide. In Uganda, FH is operational in the Districts of Adjumani, Kitgum, Lamwo, Kole, Kween, Mbale, Namutumba and Amudat Districts implementing programs in four main sectors of Education; Food Security and Livelihoods; Health/Nutrition and Disaster Risk Reduction; with the Head office located in Kampala.
Job Summary: Under the supervision of the Logistics Manager, the Logistics Graduate Trainee will conduct timely procurement of quality goods, services and works that comply with the required specifications while upholding Food for the Hungry’s procurement procedures and policies and maintaining high level of accountability and integrity. With support from the Logistics Manager, Regional Logistics Officer and Procurement Officer seek for procurement and logistical support for effective management of procurement needs
The job holder shall further support the functioning of administration in areas of inventory, assets management.
Key Duties and Responsibilities:
Procurement Processing – 70%
- Record and track procurement requisitions from the different FH offices within the Lamwo Area Program
- Review the submitted procurement requisitions for completeness and accuracy in terms of approval levels and specifications etc.
- Prepare solicitation documents such as requests for quotation/proposals, letters of invitation, actions on advertisement and tendering, for approval etc.
- Prepare and place purchase orders and contracts with suppliers or service providers for goods, services and works.
- Prepare Comparative Bid Analysis reports for consideration by the Program Area Evaluation and Procurement Committee.
- Follow up and report on implementation of Evaluation and Procurement Committee decisions in accordance with the policy and procurement plan and budget.
- Compile and prepare monthly procurement reports for all completed and pending procurements.
- FH Procurement MIS (Odoo).The job holder shall optimally use Odoo system to process all purchase requisitions in line with FH procurement policies
- Responsible for receiving requisitions from requester and timely registering in order management tracker and provide weekly order progress reports to project team
- Focal point for ensuring procurement processes are conducted in accordance with procurement guidelines, threshold and documentation are strictly followed
- Support in regular price surveys as and when requested to ensure FH obtains value for money at all times
- Contribute in the weekly, monthly and ad hoc logistics coordination and team meetings
- Ensure all procurement process correspondences and documents are correctly filled and all payment checklists documents are available and auditable trails of communications are in place
- Responsible for managing all Framework Agreement contracting process for the Area Program
- In collaboration with the RLON, provide technical support to the procurement committee during evaluation and offer tailored trainings to the team.
- Monitor the receipt, registration and opening of bids from service providers and suppliers.
- Attend to all inquiries from bidders and suppliers as appropriate.
Admin, Stakeholder and Performance Management- 30%
- Ensure there is Proper Records Management especially filing of all FHU procurement documents at all times and properly filled away.
- Maintain a payment tracker for time taken for a payment to be processed.
- Act as the Procurement focal point closely working with User departments, Projects Coordinators, Program Area Managers and the Region, on suppliers’ performance and communications.
- Analyze information and propose continuous improvements in the supply chain.
- Brings to the attention of supervisor or head of department any contractor who breaches the contract
- Undertake Due Diligence where necessary to support delivery of the any procurement requirements.
- Participate in the disposal process according to FH policies on assets management
- Provide support to the Regional Logistics Officers as and when required.
Qualifications, Skills and Experience:
- The applicant must hold a Bachelor’s in any business-related Degree ie Procurement, Logistics, or Supply Chain Management, Business Administration, Business Science etc
- A relevant Post Graduate Qualification will be an added advantage
- One year of experience in a busy procurement and logistics department an INGO environment is required
- Vibrant personal relationship with Christ, understands and applies FH Foundational Principles and Vision and Mission
- Develops and maintains good working relationships with colleagues
- Be highly proactive with personal initiative and drive, honest with a high level of integrity; a team-player with a positive attitude and good planning skills
- Possess the ability to handle multiple projects and work under minimal supervision.
- Excellent Computer skills in MS Office packages
- Possess the ability to work in a team to achieve excellence in execution, committed, accountable and passionate about the work we do.
- Commitment to Food for the Hungry Heartbeat and sensitivity to its various expressions across cultures and denominations.
- Track record demonstrating high integrity, reliable and dependable
- Efficient service delivery
- Microsoft Word, Excel and power point skills
- Skills in managing online meeting apps (Zoom, Teams etc)
- Highly organized with good quantitative ability and attention to detail
- ERP systems especially procurement management modules
- A good command of both written and spoken English
- Good knowledge of donor requirements (DFID, USAID) contractual, procurement and reporting requirements required.
- Familiarity with areas of operation is an added advantage.
- Language: Proficiency in spoken and written English.
How to Apply:
All suitably qualified candidates are encouraged to apply by Clearly stating the position applied for in the Subject line and submitting only electronic copies in one pdf file not more than 25MB of an application letter, a detailed CV, contact telephone numbers, copies of relevant testimonials/certificates, names/contact details of three referees, addressed to:
The Human Resources Manager, Food for the Hungry Uganda Email: recruitment-fhuganda@fh.org
Deadline: 17th May 2023 by 4:30pm