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