Uganda: Admin/Logistics Assistant

Title:

Admin/Logistics Assistant

Reports to:

Country Administrator

Duty Station

Kampala

Contract Duration

12 Months

Expected start date

ASAP

Cesvi is an international NGO mandated to work in emergency, recovery and development settings. It has been operational in Uganda since 2001, working mainly in the following sectors:

· Food security interventions (agricultural inputs, agro and agro-pastoralist field schools);

· Livelihoods and economic development (market rehabilitation, access to land, income generation initiatives);

· Service delivery sectors including water, education, health (HIV/AIDs, sanitation and hygiene promotion).

Cesvi’s mission is to transform into action the concept of ‘human solidarity and social justice into humanitarian aid and development initiatives for the affirmation of universal human rights’.

Cesvi in partnership with WFP is going to implement the General Food Distribution program in Palabek settlement; Lamwo district from 1^st July 2018. In respect of this intervention, CESVI is seeking to recruit a suitably qualified person to fill the position of Admin/Logistics Assistant.

PURPOSE OF POSITION:

The purpose of the position is to support CESVI Kampala staff in their daily administrative and logistics duties to ensure CESVI projects receive adequate support in respect to CESVI internal procedures and Donors’ guidelines.

KEY RESPONSIBILITIES:

1. Office management

· Support the Kampala office team in their daily duties including the CA, the accountant and the logistician;

· Support the accountant and the logistician in ensuring proper management of the Kampala office including monthly cash forecasting, ensuring all payments/bills are correct and making standard utility and stationary payments.

1. Human Resource Management

· Support CESVI Kampala team in the following tasks:

· Drafting employment contracts and technical job descriptions;

· Maintain and keep updated staff personal files and be responsible for confidentiality of related information;

· Ensure that salaries, NSSF and PAYE are paid on time;

· Support in the renewal of work permit/visas/insurance for the staff;

1. Administrative management

· Support CESVI accountant in:

· Maintaining up dated administrative files;

· Verifying supporting documents from the field and photocopying all the accountability documents;

· Periodically file all the expenses;

· Prepare payment vouchers, cheques and EFT forms;

· Make copies of all signed cheques, these will then be attached to the payment vouchers;

· Assist auditors during the Audit exercise;

· Collect all the project expenditures from the field;

· Assist CESVI team in the working relationships with the suppliers, in particular with deadline of contracts and making sure that suppliers meet all terms of contracts;

· Execute any other duties as assigned to you by your supervisor;

IV.Logistics/Administrative management

· Support CESVI logistician in:

· Reviewing both vehicle and motorcycle log books from the field at the month end and generate usage reports;

· Ensuring timely supply of office needs and other purchases at fair prices and of the right quality and quantity;

· Ensuring that proper documents pertaining to a supply are all available;

· Make sure taxes are regularly paid in accordance with URA procedures;

· Make sure all Cesvi vehicles in use are kept in good state, have insurance, periodical check is done;

· Supervise mechanical works on Cesvi vehicles;

· Manage the research for quotation from suppliers, organize negotiated procedures according to donors’ standards and Cesvi’s guidelines;

· Any other Admin/logistics activities;

Knowledge, Skills and Abilities

· Past experience preferable with an NGO

· In depth working Knowledge of computer office packages

· Knowledge of humanitarian aid standards as well as accountability standards

· Ability to solve problems and prioritize many demands without losing focus.

Prospective candidates should have a minimum of a University degree in a business related course from a recognized University. At least 2 years work experience in a related field.

Application procedures:

All qualified and interested candidates should send their applications; Updated resume, Cover letter, 3 professional referees and scanned copies of academic documents by email (attachments Max 3MB) to uganda@cesvioverseas.org

OR

Hand deliver to the CESVI Kampala Office Plot 1102, Nsambya Road,.

Specify the position you are applying for in the subject line or on the envelope. All applications should be submitted not later than 2^nd/7/2018, 5:00pm

CESVI is an equal opportunity employer, female candidates are strongly encouraged to apply.