Job Summary

In charge of the creation and management of a list of Supplier Agreements. Update list regularly and circulate to relevant staff.

  • Minimum Qualification: Bachelor
  • Experience Level: Mid level
  • Experience Length: 4 years

Job Description

Reports to:

Key Duties and Responsibilities:  

1. Procurement Management: 

  • In charge of the creation and management of a list of Supplier Agreements. Update list regularly and circulate to relevant staff.

  • Responsible for Due Diligence checks (supplier references, site visits, historical data, and anti-terrorism compliance) for Authorized Suppliers and Contracted Suppliers.

  • Manage Contracted and Authorized Suppliers in terms of quality, delivery time, and value for money.

  • Carry out regular market surveys in key procurement categories to ensure that the organization is receiving the best value for money.

  • Prepare Requests for Proposal and manage contract/tender processes.

2. Compliance: 

  • Implement in-country Procurement policies and procedures in compliance with the Organization’s standards and reviewed/approved by the Operations Coordinator /CD

  • Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement records, based on a schedule agreed with the Operations Coordinator.

  • Keenly monitor the policies and procedures to ensure that they are kept updated and relevant to the in Uganda country situation and programming requirements.

  • Promptly inform the Operations Coordinator of any areas of concern of potential or suspected violations of policies and procedures.

  • Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

  • Ensure there are no negative audit observations/findings related to Procurement. If required corrective action plans are developed & implemented to address audit findings.

  • Ensure that issues of compliance are standardized across all field sites.

3. Representation and Advocacy: 

  • Work closely with the Country Director, actively develop and maintain effective working relationships with key stakeholders in Uganda including donors, government actors, UN agencies, international and local NGOs, and other relevant actors.

  • Build strategic partnerships with local organizations, wherever possible. Represent the organization to local communities, government departments, international agencies, local partners and donors as required.

  • Render support in organizing donor site visits by supporting field staff in the smooth design and implementation of agendas and visit activities.

4. Documentation and Reporting: 

  • Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible.

  • Regularly monitor procurement records to ensure that each procurement request is fully and documented according to the organization’s policy.

  • Prepare monthly Purchase Request Tracking report and consolidate all Purchase Request tracking from Country field office reports. Share report with Operations Coordinator, Supply Chain Department in the region, and other internal departments as required.

  • Keenly analyze Purchase Request Tracking to ensure that all procurement is carried out efficiently and promptly.

  • Prepare Finance-related reports such as Cash Projections and BvAs.

5. Training & Outreach: 

  • Organize Procurement training for both program and operations staff regularly.

  • Develop and maintain an effective orientation package, and ensures that new staff members are appropriately orientated on Procurement policies and procedures promptly.

  • Ensure that the Procurement department maintains cooperative relations with other departments, and positively interacts with them.

  • Identify training needs for Procurement staff and make recommendations to the Operations Coordinator.

6. Staff Supervision: 

  • Set clear performance objectives for staff you supervise and ensure that they are understood.

  • Conduct interim performance reviews every six months and hold one to one feedback discussions with staff that you supervise regularly to ensure that performance objectives are being met.

  • Carry out annual performance evaluations for staff that you directly supervise and manage poor performance and disciplinary issues per the organization’s policies and procedures.

  • Ensure that staff annual leave is tracked and planned in advance and that there are sustainable coverage and backup for all staff going on leave. 

  • Keenly review and approve/endorse timesheets of your staff monthly and travel and leave requests when the requests are made

Qualifications, Skills, and Experience:  

  • The ideal candidates should hold a Masters or Relevant education degree or certification in Procurement Management Supply Chain Management, Business Management or related field.

  • At least four years of progressive management and leadership experience, including in conflict areas and insecure environments.

  • Previous experience working with multi -projects, including relevant rules and regulations.

  • Field experience of managing a large multi-site and large budgets.

  • Broad working knowledge and understanding of practical Procurement Procedures and maintaining supply pipelines in areas with weak infrastructure.

  • Excellent organizational, interpersonal and communication skills.

  • Proven ability to write narrative and analytical spreadsheet reports

  • Computer literacy skills i.e. proficiency in MS-Word, MS-Excel MS-Access or related programs required

  • Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously

  • Ability to work under pressure and to meet deadlines

  • Spoken and written fluency in English desired

  • Willingness to put in extra hours in emergencies

  • Willingness to travel to the field and support field teams.

  • Systems oriented individual

  • Good team player

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