Logistics and Administrative Coordinator

Responsabilités

As an integral member of the administrative team, the Logistics and Admin Officer will oversee the coordination of logistical operations while ensuring adherence to established protocols. This role involves managing supply chains, facilitating procurement processes, and maintaining accurate records to support seamless workflows. Additionally, the officer will liaise with internal and external stakeholders to resolve operational challenges, streamline administrative procedures, and enhance overall efficiency. Proficiency in organizational systems, strong problem-solving capabilities, and meticulous attention to detail are essential for success in this position. ZOO Uganda seeks a highly motivated professional to serve as a Project Manager, responsible for overseeing the implementation of humanitarian and development initiatives across various sectors, including health, education, and livelihoods. The ideal candidate will possess a Master’s degree in a relevant field, such as International Development, Project Management, or Social Sciences, along with at least five years of progressive experience in program coordination, preferably within the NGO sector. Fluency in both English and a local language, such as Luganda or Swahili, is essential, along with strong analytical, organizational, and stakeholder engagement skills. The role entails designing project strategies, managing budgets, monitoring progress, and ensuring compliance with donor regulations, while fostering partnerships with local communities, government agencies, and other stakeholders to maximize impact. Moro to Office is actively seeking a dynamic and detail-oriented individual to oversee and enhance our office operations and administrative functions. The ideal candidate will possess strong organizational skills and a minimum of three years of experience in office management or a related field. Proficiency in Microsoft Office Suite, particularly Excel, is essential, along with exceptional written and verbal communication abilities. This role demands meticulous attention to detail, the capacity to manage multiple tasks efficiently, and a proactive approach to problem-solving. Key responsibilities include coordinating office activities, maintaining records, assisting with staff coordination, and ensuring adherence to company policies and procedures. The successful applicant will play a pivotal role in fostering a productive and well-structured work environment. The ideal candidate will collaborate with a nonprofit organization and an NGO to advance shared objectives. Responsibilities include developing strategic initiatives, managing partnerships, and overseeing project execution to maximize social impact. A strong background in nonprofit management, grant writing, and stakeholder engagement is required, along with proficiency in data analysis and reporting. Excellent communication skills and the ability to work in a fast-paced, mission-driven environment are essential. The role demands adaptability, problem-solving acumen, and a commitment to ethical practices in the nonprofit sector. The role encompasses administrative support, office management, transportation and logistics coordination, business operations’ oversight, and involvement in social services and nonprofit initiatives. Responsibilities include maintaining efficient office systems, managing transportation logistics, optimizing business operations, and contributing to social services and nonprofit programs. The position requires strong organizational skills, attention to detail, and the ability to multitask across diverse functions. A background in administrative support, logistics, business operations, or social services is preferred, along with proficiency in relevant software and tools. About ZOA Dedicated to those who have faced unimaginable loss—whether through armed conflict or natural disaster—our mission is to provide unwavering support and assistance to individuals rebuilding their lives from the ground up. Our efforts in Uganda focus on delivering sustainable development initiatives aimed at improving livelihoods and fostering economic growth. The role requires a minimum of five years of relevant professional experience, preferably in international development, with a strong understanding of local contexts and challenges. Key responsibilities include designing and implementing programs, conducting needs assessments, and collaborating with local stakeholders to ensure effective project delivery. Proficiency in project management tools and methodologies is essential, along with excellent communication skills to engage diverse partners. Additionally, the position demands adaptability to work in remote or resource-limited environments while maintaining a commitment to ethical and inclusive practices. ZOO operates in multiple regions across Uganda, including Kampala, West Nile (Area), Acholic (Guru), and Saratoga (Amidst). The organization implements programs focused on both relief and recovery efforts, with key areas including food security and livelihoods, primary, accelerated, and vocational education, as well as conflict management—particularly emphasizing land security. ZOO Uganda is seeking a Logistics & Admin Officer to fill a position at the Moro to Office. Your challenge The Logistics & Admin Assistant delivers essential logistics and administrative assistance to the ZOO Uganda Acholic and Saratoga Program, guaranteeing that teams receive prompt, compliant, and well-organized access to necessary goods, services, transportation, inventory, assets, and foundational IT support for seamless project execution. This role collaborates closely with the Program Manager for Acholic and Saratoga while maintaining strong coordination with the Logistics Coordinator in Kampala to uphold consistent application of logistics systems in alignment with ZOO policies, donor specifications, and internal control standards. This position emphasizes operational excellence in facilitating field implementation and other programmatic efforts within Acholic-Karamoja regions. Aligned with logistics and administrative functions across ZOO country offices, the incumbent enhances supply chain efficiency, ensures transparent procurement practices, coordinates fleet operations with a focus on safety and cost-effectiveness, maintains rigorous stores and asset management, and delivers dependable IT support for staff and office functions. The primary duties and obligations encompass overseeing project execution, ensuring adherence to established timelines, and maintaining alignment with organizational objectives. You will be responsible for coordinating cross-functional teams, delegating tasks effectively, and monitoring progress to guarantee timely and high-quality deliverables. Additionally, you will analyze performance metrics, identify areas for improvement, and implement strategic solutions to enhance operational efficiency. Strong leadership, problem-solving skills, and the ability to manage multiple priorities in a fast-paced environment are essential for success in this role.

Assists in procuring, receiving, and storing acquired goods and services for program activities, ensuring compliance with ZOO procurement guidelines. Maintain precise and transparent documentation of every logistic and procurement transaction within the ZOO Manager system. You will maintain a current and accurate procurement tracker for goods and services, facilitating the sharing of essential information such as supplier databases, ensuring all documentation is complete, and securing the necessary approvals for acquisitions, purchases, contract management, and tender procedures in full compliance with the ZOO Procurement Guidelines. Responsible for protecting all ZOO assets, the incumbent will maintain and regularly update the assets register. They will submit a quarterly asset list to the Logistics Coordinator, detailing asset owners, current condition, chargeable projects, and any required repairs or maintenance. Additionally, the role ensures all assets are appropriately tagged. Oversight of vehicle and fleet operations is essential, requiring diligent coordination to ensure optimal performance, regulatory compliance, and cost efficiency. This role demands proficiency in monitoring fleet utilization, scheduling maintenance, and tracking fuel consumption, as well as managing driver assignments and compliance documentation. Strong organizational skills and attention to detail are critical, along with the ability to analyze operational data to identify trends and implement improvements. Experience in fleet management software and knowledge of transportation regulations are required, while effective communication ensures seamless coordination between departments. The position plays a key role in maintaining fleet reliability, reducing operational expenses, and supporting organizational objectives. Ensure the monthly compilation and submission of reports detailing mileage, fuel consumption, repair expenditures, and maintenance costs. Coordinate the transportation of field assets, perform maintenance on vehicles and motorcycles, and verify their roadworthiness and compliance with all required onboard documentation.

• Ensure timely collection, receipt, and accurate logging of monthly information from the log-book, followed by the submission of reports to the Kampala Coordination Office. Assisting the Program Manager in maintaining adherence to scheduled vehicle maintenance plans and ensuring timely completion of necessary repairs and services. Ensures all motorcycle insurance policies are renewed promptly and accurately, maintaining compliance with regulatory requirements and minimizing lapses in coverage. Responsible for organizing and managing transportation logistics for staff members and materials to designated field locations. Skilled professionals in stores and asset management are responsible for overseeing the organization, maintenance, and security of physical assets and inventory within designated facilities. Their duties include ensuring accurate record-keeping of stock levels, managing procurement processes, and implementing efficient storage solutions to optimize space utilization. Additionally, they conduct regular audits to verify asset integrity, reconcile discrepancies, and mitigate risks such as loss or theft. Collaboration with cross-functional teams, adherence to compliance standards, and the application of best practices in inventory control further define their role. Strong analytical skills, attention to detail, and proficiency in inventory management software are essential for success in this position. Maintaining accurate records of office consumables across all ZOO Acholic-Karamoja offices and guaranteeing their timely availability through the use of stock cards is essential. Organize the storage and management of goods and assets at the ZOO Acholic offices efficiently and systematically. Assists in the protection and management of all ZOO assets by overseeing the maintenance and accurate updating of the assets register. Additionally, submits a quarterly assets list to relevant stakeholders, detailing asset ownership, associated chargeable projects, and any required repairs or maintenance. IT Support The incumbent is tasked with overseeing all ZOO Uganda Acholic internet subscriptions and ISPs, monitoring usage metrics, and establishing appropriate limits in coordination with the Ministry of Education. As the primary IT support

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