Administration and Supply Chain Officer

Food For The Hungry

Location

Karamoja

Job Description

The Administration and Supply Chain Officer is the primary custodian of procurement activities and plays a critical role in ensuring timely, transparent, and compliant acquisition of goods, services, and works. This position support the supervision of all the administration and supply chain processes across FHA Karamoja region Area Program, ensuring adherence to FH policies, donor regulations, and statutory requirements.
Beyond supply chain, the Officer supports administration, fleet management, asset control, and compliance reporting to guarantee operational continuity and efficiency. The role demands strong leadership, strategic planning, and the ability to manage multiple priorities while fostering accountability and integrity.

Key Responsibilities & Tasks

Review and track the submitted procurement requisitions for completeness and accuracy in terms of approval levels and specifications etc.
Assist in the identification and propose potential service providers and suppliers for goods, services and works required by the program team.
Prepare solicitation documents such as requests for quotation/proposals, letters of invitation, actions on advertisement and tendering, for approval etc.
Recommend and guide any improvements in the processing of procurement requisitions/requests.
Prepare Comparative Bid Analysis reports for the Procurement Committee and follow up and report on implementation of Procurement Committee decisions in accordance with the policy and procurement plan and budget.
Place purchase orders and contracts with suppliers or service providers for goods, services and works and monitor the progress and delivery schedules for purchase orders for supplies, goods and works.
Monitor the flow of returned supplies and the performance of contracts until expiry of warranty and defects liability period.
Process supplier payment in a timely manner ensuring that all relevant documents are attached and send to finance for payment.
Compile and prepare bi-weekly and monthly administration and supply chain reports for all completed and pending departmental activities in the region.
Actively participate in routine market surveys and vendor rating exercises by Administration and Supply Chain Department.
Analyze the performance of vendors and service providers for Karamoja region on an annual basis together with the ASCM.
Compile and prepare quarterly/annual reports on the performance of the vendors and service providers.
Ensure transparent, competitive bidding processes for goods, services, and works.
Prepare and manage solicitation documents (RFQs, RFPs, ITBs), advertisements, and bid notices.
In coordination with the ASCM, support bid opening, evaluation, and selection committee processes; ensure compliance with FH and donor standards.
Negotiate contracts and manage supplier relationships to achieve cost efficiency and timely delivery.
Maintain an updated vendor database and conduct regular market surveys and vendor performance reviews.
Maintain an updated price list for all the products regularly purchased by the AP.
Ensure proper documentation and audit readiness for all procurement transactions.
Together with the ASCM, provide technical guidance and training to field teams on procurement procedures.
Verify and process invoices and ensure timely payments.
With the support of the ASCM, conduct annual contract reviews and evaluate service provider performance (e.g., framework agreements, insurance, etc.) for the Area Program (AP).
Identify and mitigate risks associated with contracts; escalate breaches to management promptly.
Monitor contract performance for construction works and other major projects; ensure adherence to terms.
Prepare Procurement Committee agendas and minutes; follow up on implementation of decisions.
Participate in negotiations with suppliers to maintain strong working relationships and resolve disputes.
Oversee organizational fleet operations at the AP level to ensure optimal utilization, cost efficiency, and compliance with safety standards.
Support the Administration and Supply Chain Manager in developing and enforcing fleet policies covering driver conduct, fuel management, and route planning.
Coordinate timely servicing, repairs, and insurance renewals for all vehicles in his/her AP.
Maintain accurate fleet records, including mileage, fuel consumption, and cost analysis for reporting and decision-making for his/her AP.
Implement safety protocols and emergency response procedures for all fleet activities together with the Fleet and Security Assistant.
Conduct regular risk assessments, update and share regular updates to the Country Security Focal Point (SFP).
Together with the Security Assistant, with the support of the SFP, enforce visitor management protocols across all facilities within the AP.
Support the Fleet & Security Assistant to liaise with local authorities and security agencies to maintain a secure operating environment within Karamoja AP.
Supervise office facilities, utilities, and supplies to ensure smooth daily operations for all the offices within the AP.
Support in overseeing comprehensive asset management, including acquisition, tracking, maintenance, and disposal of organizational assets, especially those linked to his/her AP.
Maintain accurate inventory records for equipment, furniture, and other assets for the AP.
Implement preventive maintenance schedules for facilities and assets to minimize downtime and extend lifespan.
Support HR processes such as onboarding new staff in the AP, documentation, and staff welfare initiatives.
Coordinate travel arrangements and accommodation for staff and visitors.
Ensure compliance with organizational policies and statutory requirements for all administrative functions.
Acquisition, tracking, maintenance, and disposal of organizational assets.
Maintaining accurate inventory records for equipment, furniture, office supplies and facilities.
Implementing preventive maintenance schedules for assets.
Prepare and submit accurate, timely reports covering procurement, fleet, security, administration, assets, and facilities to the ASCM (by 5th of every month).
Ensure full compliance with donor regulations, organizational policies, guidelines, and audit standards.
Maintain comprehensive documentation for all transactions and operational processes to support transparency and accountability.
Collaborate with finance and program teams to ensure integrated compliance across departments and projects.
Assist the Manager in overseeing procurement, fleet, security, administration, assets, and facilities at the AP level.
Provide leadership and oversight for all operational activities within the Administration and Supply Chain Department at the AP level with the support of the ASCM.
Set clear objectives and key results (OKRs), conduct regular performance reviews, and identify training needs to support staff development under his/her responsibility.
Foster effective communication and collaboration within the team and across other departments at the AP level.

Requirements, Qualifications and Competences

Strong leadership, analytical and organizational skills; demonstrated ability to work both independently and within a team, assess priorities, and manage multiple activities with attention to detail, meeting tight deadlines under pressure.
Excellent problem-solving capacity, with demonstrated ability for considerable analysis and sound judgment to find solutions in a complex environment with shifting and competing priorities.
Sound public and negotiation skills along with business acumen coupled with attention to details, maturity in decision making and time management skills.
Be highly proactive with personal initiative and drive, honest with a high level of integrity; a team player with a positive attitude and good planning skills.
Excellent cross-cultural communication (both oral and written) and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, stakeholders, clients and consultants.
Strategic thinker with excellent analytical skills and ability to communicate effectively at all levels.
Ability to work and deliver well under pressure and in response to changing needs.
Advanced Computer skills including proficiency in Microsoft Office programs (Excel spreadsheets, word processing, PowerPoint, and electronic mail).
Vibrant personal relationship with Christ and studies, understands and applies FH Foundational Principles and Vision and Mission.
Maintains an attitude in accordance with FH values, behaviors and mindsets.
Experience in people management with skills and knowledge on coaching, mentoring and delivering training to teams.
Good written and spoken English. Spoken and written Karimojong is highly preferred.
Minimum 3–5 years in procurement and logistics management experience within an INGO environment is required or related field.
Thorough knowledge of donor requirements (DFID, USAID) contractual, procurement and reporting requirements required.
Experience working in Karamoja region is a plus.
Bachelor’s Degree in Procurement, Logistics, or Supply Chain Management.
Professional Qualification/Certification such as Graduate Diploma in Purchasing & Supply Management – CIPS or equivalent is an added advantage.
A relevant Post Graduate Qualification or Masters in Procurement or any related business profession will be an added advantage.
Proficiency in spoken and written English. Spoken and written Karimojong is highly preferred, but not a requirement.

About Food For The Hungry

Food for the Hungry is a Christian humanitarian aid and global development organization that designs, develops and delivers solutions for more than 50 years so that children, families and communities can flourish. Collaborating with local leaders across sectors, we co-create solutions that build resilience by strengthening mental, physical and spiritual well-being. We serve nearly 10 million people in 18 countries so that communities have the agency and resources necessary to realize their God-given potential.

We’re moved and inspired by our Christian belief that every person has intrinsic value, and that it’s our responsibility to advocate for the poor and marginalized without regard to race, creed or nationality and without adverse distinction of any kind. We serve on the basis of need alone. We strive to respect the culture and customs of the people we serve in order to preserve their humanity and dignity.

Communities are transformed when there is trust. With a shared set of values and a deep commitment to our partners, we believe mindsets shift and relationships strengthen — with God, self, others and nature — to build and maintain lasting networks of resilience.

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Job Overview

Status Active

Category Administration

Location Karamoja

Job Type On-site

Popular Categories

Medical 5 Operations 5 Finance 4 Management 4 Consulting 4 Community 4

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