Logistics Assistant – Amudat

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Program / Department Summary

Mercy Corps has been present in Uganda since 2006, focusing its interventions on economic and agricultural development, maternal child health and nutrition, governance, conflict management and humanitarian response. In 2017, Mercy Corps had an impact on almost 1 million beneficiaries in Uganda through our work focusing on building resilience and enabling economic growth, improving opportunities to attain better health and nutrition, and improving governance and conflict management. Common themes include community engagement, inclusive development, gender, and working in partnership with local government, the private sector and civil society actors.

 General Position Summary

The Logistics Assistant will be responsible for the execution of fleet, asset and warehouse related activities in Amudat Mercy Corps field office. S/he will make sure that all programs in the field are fully supported timely and accurately in all types of logistics needs.

Essential Job Responsibilities

 Fleet Management:

• Reads and has a clear understanding of the Mercy Corps Fleet Management procedures.
• Ensure that all vehicles are safe and road-worthy and that all vehicles have proper on-board vehicle documentation. Maintain administrative vehicle files for each vehicle.
• Continuous tracking of vehicle log-sheets; responsible for monthly compilation of fuel consumptions and vehicle monthly expense report.
• Schedule vehicles use to meet programmatic and operational needs.
• Maintain vehicle movement board daily.
• Oversee and ensure proper use of the vehicles.
• Ensure vehicle key management is up to MC standards.
• Manage fuel consumption purchase and tracking including coordination with gas station(s)
• Organize cleaning of vehicles and motorcycles.
• Organize regular service schedules for vehicles and maintain service schedule files.
• Ensure major repairs are done in a timely manner.
• Track vehicle expenses in accordance with the respective procurement policy.
• File Monthly Vehicle Consumables sheet for each vehicle separately.
• Manage drivers’ leave schedules ensuring smooth operation of the fleet.

 Asset Management:

• Reads and has a clear understanding of the Mercy Corps Asset Management Manual and all procedures.
• Ensures that procedures outlined in the Mercy Corps Asset Management Manual are implemented in West Nile operation.
• Responsible for raising an asset register for all new Mercy Corps assets and ensuring the appropriate coding and tags are placed on each item.
• Responsible for coordinating with the procurement and finance office in identifying all details of assets such as buying price, ledger reference, PR, PO and GRN number etc. The asset register should be accurate and complete.
• Responsible for maintaining the stock of Mercy Corps assets that are not checked out and in use.
• Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual.
• Responsible for the timely preparation of documentation of any movement of assets in Mercy Corps formats.
• Schedules and conducts physical count of assets on different locations, projects, and sites in the West Nile region.
• Provides a monthly physical count/check where all assets are located, and their status confirmed; coordinate with the responsible officer in Kampala for updating records in the MCU Asset Master list; locations and status of assets that have moved between offices.
• Update the electronic database monthly and provide an electronic copy to Operation Officer/ Operations Manager Moroto; A hard copy is printed, signed, and filed in the assets folder.
• Advises colleagues on guidelines of Mercy Corps asset and equipment use guidelines.
• Ensure all lost, damaged, sold, stolen (or other) items are properly recorded with an approved Disposal of Assets form. Ensure any necessary supplement documentation is completed.
• Advise supervisor on any broken, damaged, or destroyed equipment.
• Ensures that all movement of items should go through the Asset Controller Kampala and documented by on Asset Movement Forms.
• Assists and coordinates project staff on inventory issues. Assist in providing end of project reports on inventory and equipment lists locations and status.
• Maintain inventories of all Mercy Corps premises (non-expendable properties) and conduct regular checks (quarterly).

Warehousing:

• Follow the Mercy Corps Warehouse Policy and Procedures Guidelines.
• Daily coordination of MC logistical, warehouse procurement activities.
• Ensure the timely delivery of supplies to respective Projects with the coordination of procurement department and MC transport pool.
• Understand MC warehouse policies and formats. Assist, as needed, in training staff on these policies and forms.
• Maintain the inventory and prepare the reports on a daily basis.
• Travel to field sites to receive and inspect goods delivered directly to the field.
• Ensure the smooth warehouse operation.
• Interact with suppliers in the receiving and inspection of goods – issues GRNs.
• Receive the goods as per the description on the purchase order/request. Inspect goods upon delivery and reject inadequate, broken, lower quality and other items not meeting the requirements of the order.
• Dispatch goods from the warehouse using appropriate MC procedures, Store Release forms, Waybills, and update Stock Records.
• Prepare report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by supervisor.
• Display bin cards on each item in the warehouse.
• Maintain physical and electronic copies of inventory, as per formats and forms provided in the Warehouse Manual.
• Coordinate with the Transport Manager for transportation arrangement for dispatches.
• Generate the commodities movement waybills and gate passes.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

Security:

• Support the implementation of security policies appropriate for the local context
• Regularly update Security Bulletin Board
• Ensure all national and international staff are well-informed of security incidents, and those incidents are acted upon in a timely fashion
• Inform all staff on existing security related policies, including but not limited to emergency strategies and evacuation plans
• Train newly hired staff on Mercy Corps Security Standard Operating Procedures
• Perform other duties as assigned by the supervisor

Finance & Compliance Management

• Ensure compliance with donor and Mercy Corps regulations related to food security programming.

 Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

 Organizational Learning 

• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient, and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

Accountability to Beneficiaries

• Mercy Corps team members are expected to support all efforts toward accountability, specifically
  to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring, and evaluation of our field projects

Accountability: Accountable to all Mercy Corps policies and regulations as established by HQ and Mercy Corps Uganda

Reports Directly to:  Operations Officer, Amudat

Supervisory Responsibility: None 

Works Directly with: Operations, Administration, Finance, and Program Leaders and Team Members with a strong dotted line to Operations Director in Kampala

Ethics and Integrity

All Mercy Corps staff are expected to behave ethically and demonstrate highest integrity in their professional and personal life. Mercy Corps has zero tolerance to any form of fraud, corruption, abuse, harassment, or exploitation. Any breach of our policies or misconduct will lead to disciplinary action or may lead to termination.

Knowledge and Experience

• The ideal candidate should hold a Diploma’s degree in Procurement and Logistics Management, Business Administration, or a closely related field with international NGOs is an asset.
• A minimum of two years’ experience in field operations with strong organizational skills, ability to maintain the procurement and logistics filing system, ability to interact effectively with international and national personnel,
• Computer literacy i.e., proficiency in Microsoft Office and experience with using email.
• Excellent English oral and written skills, knowledge of Local language is an advantage
• Proven ability to solve problems independently without supervision

Success Factors

Conscientious with an excellent sense of judgment. Ability to work simultaneously on multiple tasks. Willingness and ability to work effectively with a wide variety of people. Ability to work as part of a team and coordinate with project personnel. Good spoken and written English. Computer literate and strong organizational skills.

Mercy Corps team members represent the agency both during and outside work hours. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values at all times and in all locations.

Closing date for applications: May 09^th 2022