Position: Logistics Manager (National Position)

Reports to: Manager of Operations

Job location: Kampala

Starting date: January 2025

Vacancy closing date: 1st January 2025

Duration position: 1-year renewable contract

Working hours: Fulltime (40 hours per week)

About ZOA

We are here for people who have lost everything due to armed conflict or natural disaster.

ZOA, as an international NGO, supports people who have lost everything due to armed conflict or natural disaster. Together, we can come to their aid in emergencies and remain faithful to communities as they recover – providing new opportunities for them to help themselves again. The work of ZOA is coordinated from the Netherlands. We are active in multiple countries in Africa, South America, the Middle East Region, and Asia. We work with approximately 900 employees worldwide and with (local) partners. We invite you to join our team of committed colleagues.

Our work in Uganda

In Uganda, ZOA has offices in Kampala, West Nile (Arua), Acholi (Gulu), and Karamoja (Amudat). ZOA Uganda works both in relief and recovery on the themes of food security & livelihoods, education, and conflict management with a special focus on land Rights.

ZOA Uganda is looking for a Logistics Manager to be based in Kampala.

Your challenge

The Logistics Manager Kampala is focal point for logistics, procurement and security related functions in the ZOA Uganda, carrying out procurement, coordinating logistics function in Kampala as well as actively supporting ZOA programme offices.

Logistics functions include procurement (according to the ZOA Procurement Guidelines), storage and warehousing of goods, transport and fleet management (vehicles and motorbikes), driver support, shipment, IT support, asset management, supporting health & safety and security at ZOA offices and bases.

The Logistics Manager is tasked to train and support other logistics staff in ZOA programme locations and projects. Regular field travel to the projects and other ZOA programme locations is required (30% travel).

Your main tasks and responsibilities

Contribution to Strategy:

• Take lead in the development of the country specific Procurement Annex and its roll out in collaboration with Finance team and programme team.
• Lead the process of framework agreements/preferred suppliers of goods and services for all field offices.
• Lead development and process of the consolidation of annual/half yearly/quarterly country/project procurement plans in coordination with logistics and programme staff in programme/field offices.

Procurement:

• Manage fully compliant procurement systems and operating procedures and organise procurement functions. Assess the effectiveness and efficiency and lead improvement and ensure compliance with ZOA procurement policies, donor requirements and local statutory requirements.
• Manage and control the contracting processes with strategic solutions to ensure best value for money: ensuring Field Offices and Kampala office conduct market research on prices of goods, verification of supplier evaluation criteria and solicited documents were all done in transparent and consistent bidding processes.
• Lead the process of establishment of procurement committees and provision of capacity building to the committee.
• Provide technical and advisory support to staff in the bidding processes and other procurement related activities that may require technical guidance from time to time.
• Lead the procurement data management, analyse, report and become a strategic advisor who is responsive to organisational needs and provide insights to management to improve decision making.
• Oversee and monitor relationships with suppliers, supplier performance and contractual obligations to ensure contract completion as per contractual terms and conditions. Take action to address current and or potential contractual issues and /or inefficiencies to mitigate risk.
• Monitor payment terms and schedules through regular checks with Finance team and ensure timely payment to vendors.

Logistics and Fleet Management

• Ensuring the compliance of ZOA fleet management SOPs.
• Responsible for registration, insurance and maintenance of vehicles.
• Ensure monthly reporting and analysis of mileage, fuel consumption as well as repair and maintenance costs ensuring that field logistics staff report on time the relevant information for field usage in a timely manner. Any significant variables should be flagged and reported to the Manager of Operations for action.
• Ensure that all vehicles and motorcycles are safe and road-worthy and have proper on-board documentation.
• Overseeing the fuel card administration.
• In coordination with field office teams, ensure drivers and riders are trained and where possible receive refresher defensive driving training.
• Ensures that security incidents reports, accidents reports are completed and filled including all vehicle and motorcycle incidents.
• Responsible for overseeing of vehicle rentals including tracking of leases and payments.

IT Support

• Maintaining oversight of all ZOA Uganda internet subscriptions and ISPs, including tracking usage and setting limits as needed (in discussion with the MoO).
• Focal point for ZOA Uganda for IT support (in coordination with ZOA HQ as needed).
• Ensuring IT assets are maintained and kept in good working condition at all times
• Other IT support activities as requested by the MoO and possibly in liaison with consultants and other external providers.
• Ensure all country IT equipment is purchased in a timely manner

Stores and Asset Management

• Responsible for the safeguarding of all ZOA assets and maintaining and updating assets register in cooperation with the administrators and ithe Finance manager in Kampala for a centralized asset inventory.
• Submission of quarterly asset updated list/ report to MoO.,
• Responsible for taking lead of the disposal processes of the identified assets by ensuring transparent and effective procedures and regular verification of obsolete assets/inventory fit for disposal.
• Ensure all the procured items under the asset category according to ZOA Policies are properly registered on the asset register with all the required information.

Risk Management and Compliance:

• Manage all risks related to procurement and contractual management in accordance with organizational policies and procedures and standards. This includes fraud, safeguarding and other procurement related risks and provide recommendations/solutions to minimize risk.
• Manage the procurement process is free from misuse of fund, conflict of interest and corruption.
• Ensure the highest level of transparency and integrity and conduct periodic risk assessment along the procurement
• Support external and internal audit processes/ expenditure verification exercises and the follow up actions on the audit findings.

Management and Leadership:

• Build and maintain a positive spirit of working in a team with all staff in the different units, programme, finance, logistics, security and management.
• Provide line management for the procurement and logistics team.
• Provide leadership and support to enrich ZOA’s values- “we are faithful”, “we are good stewards”, we value people and “we serve with integrity”
• Be a role model and inspiration in managing work, relationship with external parties and internal staff and communication of clear expectations, setting annual performance objectives, providing regular and timely positive and constructive performance feedback, and providing documented semi-annual and annual performance reviews.
• Provide performance feedback in line with ZOA HR practices and ensure timely submission of performance evaluations and appraisals.

Capacity Development and training initiatives:

• Identify capacity building opportunities, promote and conduct trainings, coach, supervise and mentor direct report staff on fleet management, best practices in procurement, stores and inventory management in terms of policies, processes and systems.
• Support in local partner trainings to assist them in compliance with ZOA procurement policies and procedures and donor requirements where necessary.
• Support in recruitment of logistics staff, on boarding them and ensure their capacity is built and competencies enhanced in the performance of their roles and comply with safety regulations.

Safety and Security

• Review of quarterly security assessments done by the PGMs of all ZOA locations in Uganda.
• Work closely with the CD/PGMs in assessments of new areas of operation
• Leads the annual revision of Local Security Plan for ZOA Uganda.
• Ensure appropriate security awareness is maintained throughout the Country Programme
• Support the day-to-day implementation of Security Standard Operating Procedures (SOPs)
• Ensure all bases have the necessary safety equipment and supplies, including travel safety items.
• Manage technical resources available and maintain communication (HF/VHF radios, Thuraya’s) and security equipment in good functioning condition
• Maintain high level of contextual awareness in the areas of operations and support programme teams in coordination at the community level
• Gather information, follow up, report and analyse security-related issues
• Inform country management team on areas of security concern and suggestions for improvement and mitigating measures
• Support management team with writing of security updates, revisions of security documents, the ZOA Local Security Plan and the security risk assessment tool
• Actively propagates the neutrality of the organisation and advice on improving the reputation of ZOA.
• Develop/ maintain relationships with information sources, authorities and other necessary stakeholders while maintaining neutrality
• Participate in interagency networking around security and share information with staff
• Support the country management in identifying security learning and development needs of staff
• Support the country management team during security incidents

Accountability

• Sensitize all stakeholders (beneficiaries, service providers, partners, government and other) on feedback and complaint mechanisms implemented by ZOA Uganda
• Upon receipt of a complaint or feedback, ensure that it is correctly documented following correct reporting procedures
• Understand ZOA’s code of conduct and safeguarding policies, ensure adherence to these policies and that project activities are implemented with a “Do No Harm” approach

Your profile

Identity

• The candidate is expected to fully support the vision, mission and Christian values 0f ZOA (see https://www.zoa-international.com/corporate-identity)

Knowledge & Experience:

• University degree (bachelor’s or equivalent) in Procurement and/or Supply Chain Management, Business Administration, or related
• Minimum 5 years of experience from working as a Logistics Manager or Procurement in an international humanitarian or NGO context.
• Proven skills in logistics and procurement.
• Sound understanding of procurement best practices with ability to proactively manage risks associated with procurements.
• Experience in identifying and managing risk
• Know-how of vehicle and office maintenance.
• Familiarity with IT applications such as Office 365, SharePoint for cloud-based file storage and file sharing as well as experience in managing IT and communication equipment.
• Good command of English.
• Valid Uganda driving licence.
• Desirable: experience in training and support to colleagues on logistics related functions.

Skills:

• Technical skills, e.g. IT, vehicle maintenance, building maintenance, asset management (at least one of these areas).
• Organised and self-managing, with good planning skills.
• Able to follow organisational policies and procedures, with a logical and consistent application of principles and concepts.
• Understanding of issues relating to fraud and conflict of interest.

Attitude/behaviour:

• High level of personal integrity.
• Flexibility and adaptability.
• Commitment to inclusion for People with Disabilities
• Interpersonal and cross-cultural sensitivity.
• Able to work under pressures and meet deadlines.
• Able to work in a sometimes fluid and innovative environment.
• High level of networking capacities, with interpersonal, organizational and intercultural sensitivity
• Commitment to ZOA’s mission, vision and values (see https://www.zoa-international.com/corporate-identity)

Special conditions/circumstances

The Logistics Manager will be based in Kampala. Regular field travel to the field locations is required. The post holder may be required to drive ZOA vehicles at times and as such is required to hold a valid driver’s permit.

The role is 1.0 FTE (40 hrs/ week). Working hours are outlined in the ZOA Uganda Employee Handbook. Some flexibility on working hours may be required, e.g. for travel at weekends.

The role is offered in scale M2 in the ZOA Uganda Salary Scale 2025

Our offer

• ZOA offers a challenging role in a dynamic context, and you will be part of an inspiring and motivated team.
• We offer good benefits and remuneration which suits the NGO sector.

Do you need more information?