Back Field Operations Officer

  • Added Date: Wednesday, 10 January 2018
  • Deadline Date: Friday, 12 January 2018

Field Operations Officer (1 position)
Reports to: Protection Manager / Team Leader.
Full time; based in Palabek.

Key responsibilities:
 As the overall procurement focal person at the Field site, facilitate the procurement process for Palabek field office from the initial request to the completion of each order
 Obtain quotations from ARC’s pre-qualified suppliers in order to effect a competitive and fair process of procurement in line with ARC and donor regulations, which will ensure ARC gets best value for money
 Prepare Purchase Orders (PO) for approved Purchase Request Forms and negotiate delivery dates and ensure timely delivery with the successful supplier
 Prepare a procurement report for the Protection Manager weekly, indicating the status of all procurements in relation to the procurement plans at the field
 Develop and implement a quarterly procurement plan and maintain an updated procurement tracking sheet for the field site in line with the procurement guidelines
 Liaise with the finance department to administer the final payments to vendors in line with the terms and conditions outlined in the PO
 Track supplies delivered by the suppliers to the field site to ensure that the appropriate documentation i.e. waybills are submitted to head office
 Maintain existing relationships with prequalified suppliers, as well as identifying new suppliers for categories of supplies that were not pre-qualified for, where needed
 Update and maintain an electronic and manual filing system for all procurement.
 Coordinate pending and upcoming procurement deliveries to ensure efficient usage of the transit warehouse, scheduled transport/movement plans between Kampala & the field site.
 Drive and maintain ARC vehicles within and outside Palabek Refugee Settlement
 Liaise with drivers and Protection Manager in the field to ensure that vehicles are in good running condition by ensuring that genuine & correct spare parts are procured when needed, repairs are done as per specifications and that periodic & scheduled vehicle maintenance service is carried out for all vehicles.
 Prepare field fuel monthly requests for replenishment by the head office.
 Prepare monthly fleet management reports and submit them to the Protection Manager
 Plan, coordinate and manage vehicle movements within and outside Palabek refugee settlement to ensure efficient use of the vehicle resource utilization.
 Maintain an up to date asset register for all ARC assets in Kampala and field offices, ensuring that all and any new assets are tagged/engraved accordingly.

 Ensure that any movement of assets is properly approved, recorded and documented.
 Ensure that proper disposal ARC and specific donor procedures and regulations are followed during any asset disposal.
Minimum qualifications:
 University degree in Logistics, Supply Chain Management, Business Management or similar degree.
 At least 5 years’ experience working in the field of program and/or Logistics and Operations in an International relief organization.
 Knowledge of standard INGO and Donor procurement procedures and practices.
 Excellent writing and communication skills, including proven report writing skills.
 Practical experience in strategic procurement and the management of contractual relationships and performance outcomes including the tender processes.
 Experience working with a diverse staff and confronting challenging field situations.
 Able to multi-task and work under pressure.
 Work experience in a complex emergency setting preferred.
 High level of Computer literacy and knowledge of software programs: Excel, Access, and similar packages.
 Good experience in driving with a driving permit.

This vacancy is archived.

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