Logistics and Administrative Assistant

Job Posting Organization:
The organization is focused on humanitarian efforts, providing support and assistance in complex and volatile contexts. It aims to improve the living conditions of vulnerable populations through effective logistics and administrative management. The organization has a strong commitment to compliance with policies and guidelines, ensuring that all operations are conducted efficiently and ethically. It operates in various regions, including Southwest and Midwestern Uganda, and has a dedicated team of professionals working towards its mission.

Job Overview:
The Logistics and Administrative Assistant will play a crucial role in managing logistics and administrative functions within the organization. This position involves overseeing the logistics and administration staff, implementing action plans for logistics and procurement, and ensuring compliance with organizational policies. The assistant will be responsible for day-to-day follow-ups on procurement and logistics tasks, preparing periodic reports, and promoting technical improvements. The role requires a proactive approach to managing logistics operations, ensuring that all processes are efficient and effective, and that the organization meets its operational goals.

Duties and Responsibilities:
The duties and responsibilities of the Logistics and Administrative Assistant include providing administrative support and front-desk duties, maintaining proper filing and record-keeping, liaising with procurement officers, managing stores in compliance with stock control policies, overseeing the receipt and distribution of materials, ensuring accurate stock tracking, coordinating with program staff for store requisitions, maintaining custody of office and vehicle keys, ensuring proper maintenance of office supplies and equipment, monitoring vehicle fueling and providing reports, planning transport for staff and materials, documenting assets and inventory, and performing any other duties as requested by the supervisor. This comprehensive set of responsibilities ensures that the logistics and administrative functions are carried out smoothly and effectively, contributing to the overall success of the organization's operations.

Required Qualifications:
The position requires a diploma in Business Administration, Procurement and Logistics, or a relevant field. Candidates should have at least 2 years of working experience in logistics and administrative roles, particularly in busy humanitarian or recovery contexts. Previous experience in complex and volatile environments is essential, along with documented results related to the responsibilities of the position. Candidates must possess strong negotiation and coordination skills, good interpersonal skills, and the ability to work with minimal supervision. A valid driving license is also required for this role.

Educational Background:
Candidates must have a diploma in Business Administration, Procurement and Logistics, or a related field. This educational background provides the necessary knowledge and skills to effectively manage logistics and administrative tasks within the organization. The emphasis on relevant qualifications ensures that the candidate is well-equipped to handle the complexities of the role and contribute to the organization's mission.

Experience:
The ideal candidate should have at least 2 years of relevant working experience in logistics and administrative roles, particularly in humanitarian or recovery contexts. Experience in complex and volatile environments is highly valued, as it demonstrates the candidate's ability to navigate challenges and deliver results under pressure. Documented results related to the position's responsibilities will be an important consideration during the selection process.

Languages:
Fluency in English, both written and verbal, is mandatory for this position. This proficiency is essential for effective communication within the organization and with external stakeholders. Additionally, understanding the operational context in Southwest and Midwestern Uganda will be considered an advantage, as it enhances the candidate's ability to perform effectively in the role. While English is the primary language required, any additional language skills relevant to the region may also be beneficial.

Additional Notes:
This position is based in Rwamwanja and Kyangwali, Uganda, and may involve working in challenging environments. The role is full-time, and candidates should be prepared for the demands of working in a humanitarian context. The organization values personal qualities such as the ability to work independently, good negotiation and coordination skills, and strong interpersonal abilities. The assistant will be expected to handle insecure environments, manage resources effectively, empower team members, and deliver results through careful planning and execution.