Job Summary

The primary responsibility of this position is to coordinate timely planning and acquisition of supplies, services, and works, and a mechanism of documenting best practices and identifying replicable Value for Money models by aiming to achieve cost reductions while maintaining or improving the quality of supplies and services received.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 3 years

Job Description

Organizational Description:

Finnish Refugee Council (FRC) is an INGO promoting adult education and community development among refugees since 1997 as an operational partner to UNHCR and OPM. FRC is currently seeking for dynamic, qualified Ugandans to fill the following positions;


   REPORTS TO: HUMAN RESOURCE & FINANCE MANAGER

DURATION: 2 YEARS (Renewable Annually)



KEY TASKS AND RESPONSIBILITIES:


Procurement (50%)

  • Support sector heads in drawing up their Annual Procurement Plans, with reasonable and appropriate lead times for ordering and delivery of supplies, services, and works.

  • Guide the process of analyzing potential bidders for the prequalification of vendors/ service providers for 2019/ 2020. Consolidate the procurement plans for the Financial Year.

  • Lead in the procurement process of all goods, services, and works in the organization.

  • Lead on the process of sourcing for pre-qualified suppliers, ensuring that selected suppliers are contracted, and maintain an updated supplier database.

  • Lead on the process of sourcing for pre-qualified suppliers, ensuring that selected suppliers are contracted, and maintain an updated supplier database.

  • Purchase scholastic learning and teaching materials, office equipment, etc. needed for implementation of FRC Programs.

  • Review technical specifications from departments for goods, services, and works, and advise, where necessary, on recommended changes or substitutes.

  • Liaise with the Finance department on accurate and timely supplier payments in order to maintain good vendor relationships and build effective partnerships.

  • Visit field offices and perform spot-checks on vendors to ensure proper procurement procedures are followed.

  • Implement the current FRC Procurement Management Manual and suggest valid applicable adjustments on it where necessary




Logistics (40%)

  • Review evaluate and design logistic related contracts; service, maintenance, construction.

  • Follow through the approval process of the fuel cards usage SOPs and ensure of their implementation

  • Conduct monthly stock counts and annual inventories, and update records accordingly from all field offices.

  • Manage and maintain equipment and premises.

  • Develop and follow through the relevant Standard Operation Procedures (SOPs) for handling logistics matters at all FRC Uganda offices in accordance with organizations’ policies. 

  • Prepare, monitor and update Fixed Assets Registers for all office locations.

  • Supervise and monitor construction works.

  • Install all required documents in all office stores, update stock count records and prepare reports for stock balances accordingly.

  • Update the Fixed Asset Register list in liaison with the Field Coordinators while tracking the asset status 

  • Liaise with the Logistics Assistant to develop an Asset Disposal Plan for obsolete assets and share draft with your supervisor for review and further action


Other (10%)

  • Provide support to other FRC staff on IT-related issues. 

  • Oversee set-up and development of FRC offices including drafting and reviewing contracts for office and housing space, IT.

  • Liaise with FRC Security Focal persons on all security-related matters and oversee that relevant security procedures are in place, security updates prepared, and risks evaluated regularly. 


Academic Qualifications and competencies:

  • Bachelor’s degree in Procurement and Logistics Management, or in a relevant field. Postgraduate Diploma in Management an added advantage

  • At least 3 years’ experience in Procurement and Logistics Management in a growing organization

  • Experience in preparing procurement plans and following through standard procurement processes along with vendor contracts management.

  • Should be a person of integrity, energetic, dynamic team player, problem solver, and portray innovation

  • Good organizational and management skills and the ability to anticipate project needs.

  • Computer literacy with knowledge of MS Excel, Word, PowerPoint, troubleshooting and Outlook


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