Administration and Logistics Manager at BRAC International, Kampala, Uganda

Job Description

Key Responsibilities:
Strategy and Leadership
• Collaborate with management to review, develop and implement strategies that align
with the organisation’s goals, objectives, and financial targets.
• Continuously assess and adapt strategies to meet changing market conditions,
regulatory framework and business needs.
People Management
• Collaborate with the Human Resource Department in attracting, directing and
managing quality staff in the logistics & administration department while focusing on
supervising and developing their capabilities appropriate to the strategic, operational
as well as future needs of the department.
• Build and lead an agile, robust, inclusive and effective team, working collaboratively
with them to achieve organisational goals.
• Provide support and direction to the logistics & administration team in setting clear
performance targets, ensuring commitment to them and achievement of results, while
maintaining an effective feedback mechanism.
• Mentor and coach logistics & administration staff to attain the required competencies.
Administration
• Lead in the dissemination of the administration and logistics guidelines across the
organization so as to ensure compliance and adherence.
• Serve as the Health, Safety and Security Focal person for the Country
• Oversee the implementation of and ensure compliance to set Health, Safety and
Security Guidelines at all BRAC Uganda Offices and premises.
• Ensure that all Health, safety and security installations and enhancements are timely
and regularly assessed, serviced and maintained to ensure that they are functioning
as expected.
• Ensure that adequate security is provided at all BRAC Uganda Offices and premises,
including having all guests screened, assessed and checked both at the time of entry
and at exit to and from BRAC Uganda Offices and premises respectively.
• Monitor the adherence of 3rd party service providers to contractual provisions and
ensure full compliance to agreed Service Level Agreements.
• Ensure compliance to, assessment checklists for use in the identification and selection
of premises and facilities for use as Offices and other programme spaces as per need.
• Take lead in the identification, assessment and selection of offices and premises for
use by BRAC Uganda.
• Collaborate with deaborate with departments and programs to understand their administrative and
logistical needs and ensure their timely fulfilment
• Monitor administration costs and seek cost-saving opportunities without compromising
quality.
• Oversee travel arrangements, transportation schedules, and accommodation for staff
and visitors, for both domestic and international travel
• Support BRAC Uganda Staff in the application for and processing of work permits,
travel visas and such related documentation.
Logistics
• Ensure adequate accountability of both inventory and stock held at BRAC Uganda’s
warehouses and premises.
• Control and optimize the organisation’s inventory levels, storage, and distribution.
• Coordinate the disposal of obsolete items in line with the disposal policy.
• Coordinate the movement of the organisation’s goods both within and from outside the
Country using cost effective and efficient means.
• Ensure planned, optimal and accountable utilization of BRAC Uganda’s fleet, including
recommending and implementation of tracking and monitoring solutions.
• Participate in the identification and procurement of fleet requirements or services
• Ensure that BRAC a’s fleet is regularly and adequately serviced, maintained
and repaired as needed.
• Ensure that BRAC Uganda’s fleet is roadworthy and compliant to regulatory and traffic
requirements at all times.
• Ensure that real-time and periodical tracking of the fleet is done through the Tracking
System, and that reports are generated and shared with stakeholders to inform
decisions.
• Engage with stakeholders to understand their needs, advise and support as
appropriate to ensure optimal and efficient utilisation of fleet resources.
Safeguarding
• Ensure the safety of team members from any harm, abuse, neglect, harassment and
exploitation to achieve the program’s goals on safeguarding implementation. Act as a
key source of support, guidance and expertise on safeguarding for establishing a safe
working environment.
• Practice, promote and endorse the issues of safeguarding policy among team
members and ensure the implementation of safeguarding standards in every course
of action.
• Follow the safeguarding reporting procedure in case any reportable incident takes
place, encourage others to do so.

Academic Qualifications:
Bachelor’s Degree in Administration and Logistics Management. Possession of a Master’s
degree in the same field will be an added advantage
Experience Requirements
A minimum of 05 years at managerial level in administration or logistics management in a
reputable organisation, preferably in an International NGO,
Required Skills, Competencies & Knowledge
• Strong negotiation and service providers’ management skills.
• Excellent communication and interpersonal skills.
• Proficiency in logistics management systems, software and tools.
• In-depth knowledge of relevant legal and regulatory requirements.
• Sound analytical and problem-solving abilities and organising skills.
• Leadership and team management skills.
• Ability to work effectively in a fast-paced and dynamic environment.
• Possess high ethical and moral standards.
• Sensible and adaptive to diverse work culture.
• Proficient computer skills; word, power point, excel.
• Critical thinking, good judgement and objective decision making.