Careers at Plan International in Uganda-Logistics/ Administration Assistant

Job Title: Logistics/ Administration Assistant (2 Vacancies)

Organisation: Plan International
Duty Station: Kamuli and Tororo, Uganda
Reports to: Procurement and Administration Coordinator

About Plan:
Founded 75 years ago, Plan International is one of the oldest and largest Children’s development organizations in the world. We work In SO developing countries across Africa. Asia and the Americas to promote child rights and lift millions of children out of poverty Plan’s vision is of a world in which all children realize their full potential in societies that respect people’s rights and dignity Plan is independent with no religious, political or governmental affiliations.

Key Duties and Responsibilities:

1. Vehicles:

-Ensure that all vehicles and motorcycles at the PA office are in an optimal operating condition and monitor performance standards of selected garages to ensure value for money repairs.
-Monitor usage of fuel, and complete monthly fuel consumption analysis report.
-Prepare payment breakdown for the fuel consumed at the PA showing the various GL codes to be charged.
-Prepare and follow weekly transport plans and route schedules with relevant staff and allocated drivers to ensure efficiency in staff movements according to Plan transport policy.
-Keep custody of PA Office fleet records including but not limited to maintenance and repair records, valid insurance certificates, etc and ensure periodic update of such records.

2.  Assets/Inventory:

-Implement PLAN Uganda assets/property policy inclusive of asset register updating, asset movement tracking, and reporting losses and ensure appropriate filing of all relevant documents.
-Bring to the attention of the Coordinator assets due for the disposal and ensure that proper procedures are followed; disposals are conducted in time and in a transparent manner

3.  Logistical Support:

-Book hotels and community food vendor services for accommodation and workshops required in conformity with Plan policies and procedures.
-Also organize Plan events, workshops and other related functions as agreed with the supervisor.
-Prepare prompt payment to vendors according to the approved Purchase Order agreement;
-Ensure punctual delivery of goods and services by the vendor;
-Proper receipt and clearance of any materials, supplies, or equipment; and the negotiation of any returns or adjustments which may become necessary.
-Also maintain records to record receipt of invoices.
-Responsible for general office cleaning, office equipment maintenance and utilization, utility bills payment and tracking and follow-up on repairs needed with external service providers and the landlord to ensure works are done and are value for money
-As delegated by the Procurement and Administration Coordinator, perform the tasks in line with established procedures and policies.

Qualifications, Skills and Experience:

-The applicant should possess a university degree or higher diploma in business or education or another related field.
-At least three (3) years of working experience in a relevant field.
-Experience in use of Microsoft office applications i.e. Microsoft word, excel and power point.
-Ability and willingness to learn and travel to the field
-Very well organized and able to work under pressure
-Excellent interpersonal skills

How to Apply:
All interested applicants seeking to work with Plan Uganda should submit letters of application to the email address below, together with a CV,  contact telephone numbers, copies of relevant certificates, names and contact details of three references plus salary history should be included and sent to:

NB: Only soft copies of application will be accepted.

The People & Culture Manager,
Plan Uganda
Email: uganda.recruitment@plan-international.org .

NB: Plan Uganda is an equal opportunity employer. Qualified female candidates are encouraged to apply. Only Short-listed candidates will be contacted. Please consider your application unsuccessful in case you do not hear from us by 15th November, 2013.

Deadline: 31st October, 2013