Summary
Date Posted: Thursday, September 28 2023, Base Salary: Not Disclosed

JOB DETAILS:
The Unit is an internationally recognised centre of excellence with dominant research themes in the areas of HIV and emerging infections, vaccines and immunity, and chronic diseases and cancer. Through a multidisciplinary approach, intersecting basic science, epidemiological research, social-behavioural research, and the conduct of new intervention evaluation studies, the Unit contributes knowledge on changing epidemics and diseases, the evaluation of innovative health care options, treatment, and prevention, and the development of health policy and practice in Africa and worldwide. Following the signing of strategic transfer agreements between the London School of Hygiene & Tropical Medicine (LSHTM) and the Medical Research Council (MRC UK), the Unit formally joined LSHTM on 1st February 2018. The exciting new partnership will boost research capacity into current and emerging health issues in Africa and throughout the world. The Unit is based at the UVRI Entebbe campus with established outposts in Kalungu, Masaka, Wakiso, and Kampala Districts. The Unit is now seeking enthusiastic and experienced individuals to fill the following position:

Stores and Logistics Coordinator – (01 Position)
Position Code: SLC -923
Reports to: Head of Procurement, Stores and
Logistics
Department: Stores and Logistics Coordinator
Station: Entebbe

Job Purpose:
The position holder will be accountable and responsible for coordinating the assets, warehouse processes and systems, MSD inventory and logistics management function, maintain and protect quality of stock at the Unit in Entebbe and providing technical oversite to the field offices by ensuring that items are delivered to the authorized beneficiaries in a timely, safe and efficient manner.

Roles & Responsibilities
1. Principal duties;
• Manage the MRC/UVRI & LSHTM stores daily operations and ensure strict adherence to SOPs;
• Oversee the “Goods In” desk; receiving, verification and accurate receipting into the MSD of all supplies, generating put away lists so that the receipted stock items are correctly put away for storage in their pre-assigned bin locations and ensure that all hazardous and temperature sensitive items are stored in a suitable storage location;
• Oversee the issuing out of supplies to end users at Entebbe Station, and dispatch of all items destined to field stations delivered through the Entebbe stores ensuring that Collected project pickups and transfer orders are correctly posted in MSD;
• In charge of setting up warehouse systems, item cards, warehouse locations, replenishment policies, periodic stock utilization reporting, and internal controls, inventory management policies and Standard operating procedures;
• Periodically review and update all inventory management policies and Standard Operating Procedures in the Unit approved formats;
• Run monthly stock utilization reports and consumption patterns to monitor stock levels, identify slow moving stock, obsolete /expired items for disposal, those due to expire and advise users and management accordingly;
• Run a stock taking query and physical stock taking of selected first moving items on a monthly basis including daily fuel stock counts and weekly reconciliations to ensure a 100% stock take is undertaken on a rolling quarterly basis;
• Spearhead and supervise quarterly and annual stock counts at the Entebbe Stores and field stations and iron out any discrepancies identified;
• Be the primary focal contact person for overseas deliveries through the port and airport liaising closely with the shipping and clearing agent and Procurement;
• Keep Stores records and follow up correspondences and issues related to procurement and delivery of supplies to field offices;
• Liaise with the field station admins and stores assistants to ensure the stores operations at field;
• Develop business cases and develop systems and procedures to improve stores operational quality and team efficiency; and,
• Develop Stores KPIs to optimize the Unit’s warehouse systems and boost efficiency, keeping operations scalable and agile for changing project demands.

Invoice Processing;
• Coordinate payment processing of invoices in MSD while checking documents for completeness;
• Process warranty, order replacements as required and manage reverse logistics;
• Coordinate international shipment in close collaboration with procurement, 3rd Party logistics providers and clearing agents;
• Invoice submission management – Tracking of all invoices in liaison with the finance team, and reconcile vendor statements on a timely basis; and,
• Collaborate with procurement team to ensure suppliers get timely feedback in regard to their invoices status (proof of payment) and any related invoice corrections as may be required.

2. Financial Management;
• Support to Develop and implement initiatives that ensure high value for money is achieved across all areas of operation; and,
• The position holder will have delegated budget approval authority for transactions of up to 500 GBP.


3. Line Management Responsibilities;
• Supervise the warehouse employees; Delegating daily tasks, observing each individual strength, initiating mentoring program to improve their areas of weakness, streamlining daily progress and efficiency, boosting team member productivity by enhancing performance monitoring, annual appraisals and instituting motivational approaches;
• Ensure the Stores assistants under their line management control, comply with, and operate within the stores SOPs and MSD system at all times;
• Initiate recruitment, hiring and training of stores personnel, working to establish key internal functions and outline scope of roles for new positions;
• Train, mentoring and guiding team members to maintain high productivity and performance metrics.
And in general ensure that;
• Staff are enabled to perform their assigned duties as expected;
• Staff professional development is nurtured in line with the Unit’s and LSHTM’s capacity building goals’
• There is a positive and supportive work environment in the department;
• Staff feel included and valued and their professional feedback and proposals are heard & considered;
• Staff expectations are clearly communicated;
• Staff performance is regularly monitored; and,
• Potential conflicts are resolved promptly and decisively, involving HR support where needed.

4. LSHTM Integration;
• Support activities that drive the further integration of the Unit’s stores and Logistics function to LSHTM; and,
• Support harmonization of policies and procedures between Unit and LSHTM

5. Environment
• Support the development and implementation of activities that improve the environmental impact of the procurement, Stores and logistics department;
• Support and Participate in carbon emission reduction activities across the Unit and wider LSHTM; and,
• Act as an advocate for the responsible and efficient use of resources.

Person Specification
• Bachelor’s degree in procurement and supply chain management, inventory and stores management or a related course from a recognized institution;
• Additional training or working knowledge of the Microsoft Dynamics System (MSD) or a similar ERP system;
• Membership to any Supply Chain Related Professional body e.g. CIPS, IPPU, CILT;
• Postgraduate qualification e.g. Master’s degree or post graduate diploma is an added advantage.
• Should possess a minimum of at least five (5) years’ work experience in a busy store/ warehouse for a large and similar organization/institution;
• A minimum of at least three (3) years’ work experience in a supervisory role preferably with international NGOs, and good understanding of major donors financial and stock management requirements;
• Should possess skills in purchasing and supplies management in a large medical or research services setting;
• Stores management skills;
• Skills in inventory management techniques;
• Computer literacy skills;
• Records management skills;
• Skills in people management;
• Should have personal integrity;
• Highly proactive;
• Emotional resourcefulness;
• Possess the ability to learn;
• Forward thinking; and
• High degree of reliability.


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

Job application procedure
Follow the link below to fill a form and submit your application documentation:
 https://redcap.link/Stores_and_Logistics_Coordinator 

Filling the form more than once will lead to automatic disqualification. High level of integrity while filling the form is required and will be considered during shortlisting.

Combine all your application documentation i.e. cover letter, CV & certified copies of academic documents into one PDF document. Deadline for application is 6th October 2023, 5:00pm. Only shortlisted candidates will be contacted for interview. This position is open to Ugandan nationals only. Strictly follow the application procedure as failure to do so will lead to automatic disqualification. Only online applications through the link provided will be accepted. You will receive a notification in your email if your application and documentation have been successfully received.

N.B: You will be required to present certified copies of your academic documentation before employment.

The applications should be addressed to:

The Head of Human Resources,
MRC/ UVRI and LSHTM Uganda Research Unit,
P.O. Box, 49, Entebbe, Uganda.

Consider your application unsuccessful if not contacted within eight (8) weeks after the closing date of the advert. Any form of lobbying at any stage will lead to automatic disqualification. By submitting your personal information, you consent to the MRC/ UVRI and LSHTM Uganda Research Unit holding and using it in accordance with its recruitment policy and procedure. The Unit reserves the right to verify documents attached with the relevant awarding institutions to authenticate their validity.


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