Job Title: Operations Assistant
Duty Station: Jinja
Organization: Education Development Center ( EDC Uganda)
Roles and responsibilities:
Logistics
- Coordinates with Kampala headquarters and zonal office team in the efficient distribution and delivery of Teaching and Learning Materials (TLMs) and other inputs to schools and communities and other system recipients.
- Maintains record of office supplies utilization by creating and filling accurate stock cards for each item.
- Produces weekly office supplies utilization report.
- Provides logistics for training, including large scale trainings and workshops.
- Manages logistics arrangements for high level and routine project activities, including transport, hotel bookings, conference and workshop facilities, supplies.
- Ensures maintenance and repair of all zonal office infrastructure
Fixed assets and inventory management:
- Assures maintenance and repair of all fixed assets
- Ensures system is in place for tracking all fixed assets
- Organizes and oversees bi-annual physical inventory of all fixed assets
- Updates fixed assets database as and when changes take place
- Issues fixed assets reports on at least semi-annual basis or upon request
- Issues fixed assets to custodians, collect documentation of issuance, and submit documentation as required
- Maintains accurate stock cards for every item in stores
- Issues inventory such as Teaching and Learning Materials (TLM) against approved stock requisition forms
- Records all dispatches in stock card and issues accompanying waybills
Procurement management within the approved threshold:
- Generates and places purchase orders and maintains required proof of delivery documentation for orders as necessary.
- Works with customers (such as technical teams), vendors, and administration/finance offices as needed to provide quality assurance on purchasing transactions.
- Maintains proper documentation to verify that all procurements comply with USAID and EDC rules and regulations.
- Reviews invoices from vendors and compares them to the terms of the purchase order or contract to ensure vendor invoices are accurate before submitting for payment.
- Works with suppliers to confirm receipt and status update of orders, investigates price/quantity discrepancies, coordinates the replacement, credit, and return of unsatisfactory deliveries; ensures completion of the procure-to-pay cycle; and escalates issues when needed.
- Supports the preparation of the zonal annual procurement plan with support from the Senior Zone Manager, finance, and technical staff.
Minimum Qualifications
- A bachelor’s degree or equivalent degree in a relevant field preferred.
- Minimum 2 to 3 years’ successful experience in a similar position.
- Excellent skills in MS Word and Excel.
- Excellent oral and written communication skills.
- Excellent organizational skills and attention to detail.
- Excellent interpersonal skills to work with staff at all levels in the organization.
- Experience working with USAID and PEPFAR funded projects will be an advantage.
- Must be proactive, able to work independently and meet tight deadlines.
- Must be able to work within a cross cultural setting, negotiate diplomatically, and function well under pressure.
- Fluency in English is required
Application Instructions
Interested applicants should submit applications online
Closing Date: 31st December 2022.
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