Logistician

Organizational Setting

The main aim of FAO's Representation in Uganda is to assist the Government to develop policies, programmes and projects to achieve food security and to reduce hunger and malnutrition, to develop the agricultural, fisheries and forestry sectors, and to use their environmental and natural resources in a sustainable manner.

Reporting Lines

The Logistician will work under the overall supervision of the FAO Representative and the direct supervision of the Procurement Assistant for tasks pertaining to project and programme implementation (e.g. procurement of inputs, contract management, etc.) and the Assistant FAO Representative Administration for all other tasks.

Technical Focus

The Logistician will manage, coordinate and report on Logistics aspects/activities related to the FAO Uganda programme portfolio and ensure that all logistics activities are carried out effectively and in line with FAO rules and procedures.

Tasks and responsibilities

• In coordination with the Procurement Unit, as well as with requestors and Field Office Coordinators, a. Provide support in following up with Suppliers to ensure timely and safe delivery of goods and services. b. Participate in technical evaluations and provide technical guidance during procurement processes, as required; c. Ensure the monitoring and management of Contracts (e.g. cleaning services, security services, rental of premises, etc.) and ensure an up to date contract status, whenever and if needed; • Ensure that all fixed assets of the Organization are correctly managed. More specifically, ensure that: a. Fixed assets are correctly recorded in GRMS and COIN (additions, custodian, project information, asset identifier, etc.) on a regular basis; b. Complete and orderly files for all fixed assets are maintained. These include reference of PO number, invoices, waybills, handover/transfer/donation forms, etc.; c. Physical fixed asset verifications, including assessment of condition and replacement schedule as required by FAO HQ, are regularly carried out; d. In coordination with the Operations Unit, disposals/transfers/donation of fixed assets are correctly and promptly carried out in accordance with FAO procedures and donor requirements and that transfer documents are recorded in GRMS and COIN; • Participate in management of FAO Fleet by ensuring that: a. Vehicle allocation to projects is done in a smooth and timely manner, b. Legal registration books of all FAO Uganda vehicles and motorcycles are maintained and insurances are renewed whenever required and on a timely fashion, c. GPS vehicles movements reports are analyzed on a monthly basis and issues brought up to Management whenever required, d. Vehicles’ maintenance costs and fuel usage (based on invoicing and vehicles logs) are analyzed and regularly monitored; • Ensure the establishment of appropriate stock control procedures, specifically of purchased commodities/inputs, and in conformity with FAO standards and regulations. a. Ensure custody of stored items / office supplies in the FAO Uganda main office in Kampala, keep records (from purchase to issuance/handover) and advise of the need for replacement in a timely manner; b. Ensure that all hard and soft copy inventory records are safe, up to date and confidentially maintained and that Physical Inventory Records in GRMS are accurate and verified for signature by the FAOR prior to submission to concerned FAO departments/divisions (e.g. CSF); c. Ensure provision of up-to-date information on existing stocks, challenges and opportunities to inform decision-making, whenever required; d. Train and regularly support FAO Field Office Coordinators in the established stock control procedure, whenever required; • Liaise with regional and district authorities to inform them of ongoing operations and movement of logistics and obtain the necessary authorizations; • Support Government authorities and FAO in verifying, tracking, clearing and dispatching project inputs from FAO and other sources. This includes (but is not limited to) the development and maintenance of simple record systems aimed at collating and filing information on project inputs from: scheduling dispatch/delivery from suppliers to final recipients; handover to beneficiaries or government counterparts. • Review and implement Logistics policies and procedures and provide required guidance to staff regarding requests, usage and disposal of items; this includes the development and maintaining of workflows and guidance notes; • Ensure active participation to the identification of new FAO Uganda office buildings to ensure that they meet UNDSS standards; • Act as focal point for; a. FAO Facilities Management Module exercise and submit/update information in COIN, whenever required; b. FAO Environmental Inventory Exercise and submit/update information in COIN, whenever required; c. UN Logistics Working Group. d. Ensuring that Residential Security Measures for staff are applied and provide guidance to staff accordingly; in coordination with UNDSS and the Procurement Unit, the Logistician assesses, monitors and reports the security situation in line with FAO rules and regulations. • Participate in drafting correspondences related to Logistics activities including letters to vendors and replacement of damaged equipment as required; • Contribute to the creation and implementation of best practice logistics vision, strategy, policies, processes and procedures to aid and improve FAO operational performance • Facilitate smooth and timely Customs clearance processes as required

CANDIDATES WILL BE ASSESSED AGAINST THE FOLLOWING

Minimum Requirements

• University degree in Logistics and Transport Management, Procurement and Supply Chain Management, Business Administration, or a related discipline; • Minimum of five years of relevant experience in logistics support; • Logistics Training and certification (CILT) is an asset • Proficiency in English is obligatory. • National of Uganda.

FAO Core Competencies

• Results Focus • Teamwork • Communication • Building Effective Relationships • Knowledge Sharing and Continuous Improvement

Technical/Functional Skills

• Extent and relevance of Experience in Logistics activities with UN agencies or international NGOs and multi-national enterprises which include a proven record of managing and delivering complex logistics programmes • Extent and relevance of experience in assessing critical linkages between Logistics and Programmes, • Ability to deal effectively with internal clients within a multicultural environment and with external clients within a country specific framework. • Extent and relevance of experience in drafting logistical reports and other communication material clearly and concisely. • Demonstrated ability to work under pressure and meet deadlines.

ADDITIONAL INFORMATION

• FAO does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Incomplete applications will not be considered. If you need help please contact: [email protected]
• Applications received after the closing date will not be accepted
• Please note that FAO only considers higher educational qualifications obtained from an institution accredited/recognized in the World Higher Education Database (WHED), a list updated by the International Association of Universities (IAU) / United Nations Educational, Scientific and Cultural Organization (UNESCO). The list can be accessed at http://www.whed.net/
• For additional employment opportunities visit the FAO employment website: http://www.fao.org/employment/home/en/