Logistics - Transportation/procurement Jobs at Mildmay Uganda among other companies

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Deadline of this Job: 11 October 2022

Fleet Management Assistant

Job Summary: The position holder will work closely with the Fleet Management Coordinator and Senior Finance and Operations Officer to ensure safe, effective, efficient, and responsive transport service delivery to the project teams and relevant stakeholders. S/he will also ensure proper mechanical conditions of the fleet and accountability for fuel used

Job Requirements:
• Diploma in Transport and logistics management or any related business course.
• Certificate in vehicle mechanics is an added advantage.
• Possession of a valid driving Permit
• Certificate in defensive driving

Job related experience and knowledge:
• At least 4 years’ driving experience
• 2 years’ experience in fleet management 1 of which should have been in a supervisory role
• . Ability to use MS Office Packages (Excel; Word) is critical
• Knowledge of traffic laws and regulations
Other qualities:
Successful applicants will possess high ethical and professional standards; leadership and coordination skills; good communication skills; and must be able to maintain good working relationships with clients and colleagues. Customer focus is paramount in this job.

Deadline of this Job: 12 October 2022
Department Purpose

To work with others to find lasting solutions to extreme inequality and injustice through locally led humanitarian actions.
Team Purpose
To promote a more equal sharing of power and resources in the humanitarian sector between international humanitarian and local and national actors to appropriately and sustainably support effective preparedness and response to particular needs of women, men, children and other socially excluded, marginalized and vulnerable groups in crisis situations. The team is being set to scale up and bolster the growing influence and leadership of Local and National Humanitarian Actors (LNHAs) in Uganda and it aims at enhanced Management and Coordination of the local and national actors empowerment initiative.

Job Purpose
The primary responsibility of this position is to provide driving services to Oxfam project based activities in different locations including the different campus base.

Job Responsibilities
• Drives project Oxfam staff, visitors or other authorized persons to and from various points while observing and adhering to the standard safety precautions.
• Maintains proper vehicle mileage and usage records as per requirements.
• Conducts daily vehicle maintenance checks to ensure that the vehicle is in good condition including the general cleanliness to uphold the image of the organization.
• Delivers and collects mails and other documents to and from various offices required.
• Maintains punctuality and courtesy and adheres to traffic laws and regulations.
• Maintains confidentially of Oxfam information at all times while executing duties.
• Keeps and maintains proper documentation of all necessary vehicle documents such as insurance, registration documents, travel requests, vehicle log book, discharge of responsibility form by all non-Oxfam passengers.
• Carries correctly filled in and signed waybills whenever goods are transported.
• Assists in basic local purchases and general logistic activities on request.
• Immediately reports any technical failure or damage and need for maintenance to the appropriate member of staff.
• Keeps track of the scheduled service time of the vehicle, in order to make sure that servicing is performed in time.
• Accurately fills in the vehicle log book after performing service checks and/or repair activities of the vehicles
• Be eager to and require others to adhere to Oxfam’s principles and values (click here) as well as the promotion of gender justice and women’s rights (click here).
• Understanding of and commitment to adhere to equity, diversity, gender, child safety and staff health and wellbeing principles.

Job Requirements

• Valid driving licence, sound driving skills and experience of 3 years preferably in an NGO environment.
• A defensive driving certificate is an added advantage
• Sufficient spoken English and any local languages is an added advantage.
• Basic tractor servicing and maintenance skills.
• Flexibility and willingness to work long hours.
• Attention to detail.
• Ability to organise and prioritise work.

• Sound driving skills and experience
• 3 years preferably in an INGO environment.
• A defensive driving certificate is an added advantage.
• Sufficient spoken English and any other local language is an added advantage.
• Previous exposure to procurement and logistics roles.
• Basic vehicle servicing and maintenance skills.
• Basic record keeping skills.
• Ability to demonstrate sensitivity to cultural differences and gender issues, as well as the commitment to equal opportunities.
• Ability to demonstrate an openness and willingness to learn about the application of gender/gender mainstreaming, women’s rights, and diversity for all aspects of development work.
• Commitment to Oxfam’s safeguarding policies to ensure all people who come into contact with Oxfam are as safe as possible.

Key Behavioral Competencies(based on Oxfam’s Leadership Model)
Competencies Description
Humility We put ‘we’ before ‘me’ and place an emphasis on the power of the collective, nurture the team and play to the strengths of each individual. We are not concerned with hierarchical power, and we engage with, trust and value the knowledge and expertise of others across all levels of the organization.
Listening We are good listeners who can see where deeper levels of thoughts and tacit assumptions differ. Our messages to others are clear and consider different preferences.
Mutual Accountability We can explain our decisions and how we have taken them based on our organizational values. We are ready to be held to account for what we do and how we behave, as we are also holding others to account in a consistent manner.
Self-Awareness We are able to develop a high degree of self-awareness around our own strengths and weaknesses and our impact on others. Our self-awareness enables us to moderate and self-regulate our behaviors to control and channel our impulses for good purposes.
We all work to effectively empower and enable others to deliver the organizations goals through creating conditions of success. We passionately invest in others by developing their careers, not only their skills for the job. We provide freedom; demonstrate belief and trust provide appropriate support.
Deadline of this Job: 10 October 2022
Procurement Assistant

Job Purpose:
Reporting to the Senior Procurement Officer, the position holder will provide support for timely procurement of goods and services in accordance with AFENET policy guidelines which will guarantee timely acquisition of goods, works and services.

Duties and Responsibilities
• Provide support for timely preparation of specifications, terms of reference and statement of requirements in liaison with user departments
• Guide staff on methods of cost estimates and overall procurement process
• Respond to vendor and client questions.
• Provide assistance in designing and issuing of Requests for Quotations (RFQs) or Requests for Proposals (RFPs)
• Support the bids evaluation process in liaison with the procurement committee and users
• Verify deliveries for quality and quantity certification in liaison with the users and stores personnel
• Assist in monitoring of contractor and vendor performance to ensure compliance with the requirements, all terms and conditions
• Provide assistance during periodical inventory and asset audits
• Ensure follow up of all purchase requisitions and ensure offers to vendors are processed and payments made to the suppliers and vendors
• Assist in preparation of regular and timely procurement reports; and
• Participate in the stock taking process.
• Assist the Senior Procurement Officer in the coordination of procurement activities and ensure that the procurement guidelines are observed and adhered to at all stages of procurement process.
• Support end users to compile procurement requirements and maintain a procurement register.
• Manage issuance, receipt and opening of bids, expressions of interest and proposals from
• potential service providers, contractors, and suppliers.
• Assist in organizing pre-bid or pre-proposal meetings and negotiation meetings.
• Participate in evaluation exercises (Prequalification, vendor evaluation, expression of interest, quotations, bids and proposals) and ensuring adherence to procedures and guidelines.
• Provide Finance department with the requisite procurement documentation for effecting payment to service providers.
• Assist in the contract management process through monitoring of orders for supplies, goods and works, monitoring progress and delivery schedules and identifying any shortcomings in delivery, cost, quality and contract management
• Maintain complete procurement files and records including all correspondence related to procurement activities and ensure that the records are safeguarded and properly kept for future reference.
• Assist in the Post Procurement Reviews (PPR) exercises/Procurement Audits, and follow up
• implementation of PPR/Audit recommendations
• Assist the Senior Procurement Officer to prepare, update and maintain the Fixed Assets Register
• Perform any other duties as may be assigned by the supervisor from time to time

Required Qualifications and Experience
• A Bachelor’s Degree in Procurement & Logistics Management, Business Administration, Management, Finance or equivalent.
• A post graduate qualification in procurement (Diploma in Procurement, CIPS or equivalent)
• Three years progressively responsible experience in procurement.
• A mature and committed person with excellent interpersonal skills and a fast learner.
• Proficiency in English language both written and oral is required
• Knowledge of French and/or Portuguese language will be an added advantage.
• Excellent Computer skills required; Ms-Excel, MS-Word, PowerPoint, MS-Project, SharePoint, etc.
• Ability to work respectfully and inclusively in a diverse, multicultural, multidisciplinary work environment.
• Experience with procurement in donor funded projects is desired.
• Ability to uphold and respect procurement ethics and to conduct activities with integrity.
• A team player who demonstrates patience, flexibility and honesty.
• Ability to meet strict deadlines and work long hours when required.
• A self-starter, who can plan and manage his/her own work, takes initiative

These positions have competitive remuneration

Deadline of this Job: 10 October 2022

Job Description
Procurement and contract activities
Execution of purchasing operations (under the responsibility of his/her team leader) by performing the following activities:
• Analyse and follow up of purchase requisitions (PR’s) until payment
• Confirm the scope of work (S.O.W) in duet with Métier Partners.
• Propose the bidder lists according to the nature of the requests.
• Group requisitions to reduce process costs, compile tender packages and organize call for tender / request for quotation.
• Answer to tenderers’ requests for clarification.
• Study, compare and evaluate offers to have the most economical and contractual advantageous conditions.
• Organize and lead negotiations with suppliers associated with award and performance of purchase orders (POs).
• Issue RTAs in Duet with Métier Partners.
• Establish corresponding contractual documents: PO’s.
• Ensure rapid and correct validation of PO’s.
• Ensure reception of acknowledgement of receipt for PO’s from suppliers.
• Negotiate and solve all changes leading to amendment from Métier Partners or suppliers/contractors
• Clarify discrepancies between material received and orders, if any with suppliers.
• Input all purchase data in UNSOL (SAP) or any other defined Company Enterprise Resource Tool.

Together with his/her team;

• Contribute to the validation of the Contracting Strategies through:
• Review scope of work developed by Duet counterpart for completeness and ensure alignment of the same with proposed contracting strategies.
• Schedule reviews of Contracts Committee presentations with Duet counterpart and relevant stakeholders prior to submission to Contracts Committee Meetings.
• Conduct prequalification exercises for bidders’ lists.
• Define target prices including benchmarking.
• Develop Tender evaluation plans including Contractual and Commercial criteria and support Duet counterpart / Metier Partner to develop a fit-for- purpose technical criteria.
• Preparation and Issue of Call for Tender (CFT) and Prequalification packages.
• Verify the alignment with H3SE clauses, company rules, procedures, instructions, and applicable legislation prior to the issuance of tender packages.
• Ensure the right contractual and commercial terms & conditions are included.
• Use affiliate standard contracts or head office templates as starting templates during the drafting/ customization of contracts as applicable.
• Review and negotiate contractual qualifications throughout the contracting process.
• Conduct the detailed commercial bid analysis and negotiation to achieve the best value for money.
• Prepare and issue Recommendations to Award, jointly with Duet counterpart to Contracts Committee.
• Ensure all tender and contract documentation is stored and/or uploaded in the applicable contracts and procurement storage tools and locations as per applicable procedure(s) i.e, UNISOL (SAP), AGORA, W Drive.
• Conduct contracts handover process following conclusion of contract award and signature, to the contract holder in the Métier Partner.
• Address, coordinate and process claims with the juridical, insurance, financial and contracting entities, as applicable.
• Contracts administration

• Clarify discrepancies between material received and orders, if any with suppliers.
• Input all purchase data in UNISOL(SAP).
• Create and maintain the materials master data for all operational requirements and ensure integrity of information entered in UNISOL(SAP) by controlling descriptions and modifications.
• Create the PR for stock items.
• Create all purchase order related to stock items.
• Ensure consistency between UNISOL (SAP) and physical stock by reporting Physical Inventories and participating in annual materials counts.
• Supervise and Co-ordinate material requirements planning, requisition of materials and materials management strategies within the duet organization in liaison Métier Partners, including Purchase Order reception follow-up and reminders to the Procurement team when required.
• Manage inspection and repair process for company owned material.
• Contribute to the performance and communication of materials analysis and reporting for Operation and Finance divisions to determine optimal level and ensure appropriate level of materials is maintained to meet Métier Partners’ needs (including materials held at all vendors).

Due Diligence Review:
• Support Due Diligence review of bidders in Calls for Tender including ensuring the correct questionnaire is issued to tenderers.
• Ensure that Due Diligence certificates, where are applicable, are in place before Purchase Order or Contract issue.

The job holder ensures the Compliance:
• Ensure compliance of the purchasing process with all applicable internal Company’s rules (including OPS/CA guide to conduct) and regulatory requirements (JV rules, Country laws...)
• Give special attention to safety material in order to ensure all safety requirements such as testing, certifications, identifications, etc. are fully complied as per company requirements and local government regulations.
• Ensure the application of Company and/or affiliate General Terms and Conditions for purchase of equipment and services.
• Ensure the good administration and filing of all the purchasing documents and ensure that all approvals, justifications, circulation forms etc, are filed in line with the applicable procedure.

Candidate profile
• A Bachelor’s degree in procurement, Business, Engineering, or related field Procurement professional qualification (CIPS).
• Master’s degree in a related field is an added advantage.
• Minimum 8 -10 professional experience in the oil and gas industry (Minimum 1-2 years as Graduate Buyer or 1 year in purchasing of goods and/or services in the petroleum industry).
• In-depth understanding of procurement processes.
• Excellent numerical & analytical skills and good communication skills.

Deadline of this Job: 10 October 2022

Job Description
• Develop, review and update all the Logistics procedures, bridging documents.
• Ensure implementation of Logistics Management System across all logistics activities.
• Evaluation of Logistics contractors through audits and inspections to ensure compliance and performance as per the contract.
• Carry out internal audits and contractor’s audits on HSE aspect. Ensure proper follow up and close out of HSE actions in Synergy and other action trackers.
• Set up digital tools for equipment inspections and any other initiative requiring to be digitalized for Logistics.
• Involved in HSE evaluations of bidders during call for tenders.
• Participate when required in audits carried out by Partners or Authorities of Logistics Services.
• Participate in the definition and the coordination of the Department's HSE objectives and roadmap.
• Develop and maintain a welcome pack for newcomers, ensuring that all personnel are enrolled in the welcome process as per the rules set by the department.

• Drive HSE performance in accordance with Company objectives, demonstrate HSE leadership and develop a safety culture with the team and service providers.
• Develop, review and update all the Log procedures, bridging documents on time, establish and coordinate the implementation of annual HSEQ training plans including compulsory E-Learnings for both staff and contractors. Update the training matrix, ensure proposer implementation of the training plan and maintain records.
• Ensure proper and effective internal controls and safety standards are in place for all project Logistics activities, ensuring that all activities are performed with the highest level of consideration to HSE risk management, protection of human’s health, respect of various communities and care of environment.
• Liaise with the HSE department on all HSE topics and ensure that Golden Rules Campaigns, World Safety Days and World Environment Days are implemented within the logistics teams and sites.
• Provide HSE support to all Logistics operations (land transportation, lifting, storage of equipment, etc.).
• Active involvement in the set up and implementation of SAFER, the safety culture program of Company for Tilenga

Reporting / Audit / Method

• In charge of weekly & monthly HSE reports within the logistics perimeter and propose appropriate improvements.
• Put in place KPI's and update the associated spreadsheets and the KPIs dashboard on regular basis.
• Participate in the definition, implementation, and monitoring of HSE action plans.
• Participate in the implementation and monitoring of subcontractor performance.
• Gather project and Company lessons learnt / REX, analyze their impacts within the logistics activities and share conclusions within logistics perimeter. Ensure implementation of Develop REX when required.

Candidate profile
• Bachelor of Engineering or equivalent
• Minimum 5 years’ experience in HSE positions at supervisory level in oil & gas industry projects and operations.
• Logistics & HSE management rules, lifting/handling, storage management and techniques, land transportation, base management operations including catering.
• Good knowledge of Windows 365 including SharePoint and Power Platform (PowerApps, PowerBI, Power Automate).
• Self-motivated, autonomous, and proactive in carrying out the activities of the job.
• Always adheres to the values and principles of the Company.
• Ability to work under pressure and stressing conditions, ability to adapt, analyses problems and communicates with all entities, analytical mind, rigorous, holistic approach and tenacity. Able to write Standing Instructions and Procedures.
• Active team player with ability to manage and integrate with others in different functions and environment.

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