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Procurement & Administrative Officer

Heifer International

Admin & Office

USh Confidential
3 weeks ago

Job Summary


Job Description/Requirements


Heifer International is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

The Organization 

Heifer International is a global development organization on a mission to end hunger and poverty in a sustainable way. We work with farmers and their communities to identify and invest in business opportunities that deliver living incomes. Since launching in 1944, Heifer International has assisted more than 40 million families to build sustainable food and farming businesses that strengthen rural economies and put people on a pathway to Sustainable Living Income. We work with local farmers, and food producers because we believe ending poverty begins with agriculture.

Heifer International started work in Uganda in 1982 and has since reached and helped over 5 million families across the country. Heifer has worked in 52 districts of Uganda and currently, we are present in 15 districts of Central, Eastern and Northern Uganda. In the last 12 years, Heifer Uganda has reached over one million families through agriculture and environmentally sound economic development programs.


The Administrative & Procurement Officer will work with the project team to judiciously and efficiently implement the operational plans and targets including supply chain, procurement, logistics and fleet management in accordance with Heifer Project International (HPI) policies/procedures and partner requirements. She/ He will work under the guidance of the Finance manager with a functional reporting to the procurement coordinator.


Hardworking, self-motivated, positive attitude, team player with integrity,trustworthy, outgoing, strong negotiation skills and flexible.


A. Coordination of procurement processes ensuring compliance and value for money (60%).

Coordinate the project procurement function in liaison with the procurement coordinator to ensure that the HPI and Mastercard Foundation Procurement guidelines are observed and adhered to at all stages of procurement process. Support the development, preparation, and update of Procurement Plan of the project, and monitor its implementation. Coordinate pre-qualification of vendors/service providers and signing of annual framework contracts for routine goods/services. Manage issue, receipt and opening of bids, expressions of interest and proposals from potential service providers, contractors, and suppliers. Participate in Evaluation exercises (Expression of Interest, Quotations, bids, and Proposals), while ensuring adherence to the agreed procedures and guidelines. Support implementing partner and review procurement objections for compliance with procurement requirements and maintain an updated procurement and contract Register. Verify and make available documentation relating to procurement and disposal activities of the project. Provide timely technical advice on procurement and contract management to the project stakeholders. Prepare timely submissions for consideration/approval by the Procurement Committee. Provide procurement documentation necessary for effecting payment to service providers to the finance function of the project. Support contract management through monitoring orders for supplies, goods and works, progress and delivery schedules and pointing out any shortcomings (in delivery, cost, quality, and contract administration) to the Finance Manager. Prepare the procurement progress reports (Procurement and contract trackers), procurement monthly reports and procurement quarterly reports. Maintain complete procurement files and records including all correspondence related to procurement activities and ensure that the records are safeguarded and properly kept for future reference. Organise pre-bid or pre-proposal meetings, and negotiation meetings. Participate in preparation of draft contract agreements for review. Verify that Procurement requests are in accordance with the approved Procurement Plan. Preparation of specific procurement notices/ invitations for bids. Report immediately to the Director Finance or HRM noted fraud and corruption or governance issues with staff, Bidders and Consultants. Prepare ERAF & Requisitions via Agresso procurement module for all procurement. Prepare vendor registration for upload and regular review the vendor.

B. Coordination and management of the Office (fleet, assets, inventory, safety, and logistics. (25%).

Oversee the Project and field Office management (Asset and inventory management, facility maintenance, IT & security, insurance travel & fleet management).  Ensure Regular update of the asset and inventory register, engraving of all assets, identify/notify management on assets due for disposal and participate in midyear/annual Asset verification. Provide leadership to the Administrative Assistant.

C. Build the capacity of project and implementing partner staff (15%)

Conduct regular capacity and compliance checks of project staff including implementing partners to identify capacity gaps and any anomalies. Conduct staff trainings to build the capacity of persons involved in the procurement process.

D. Ensure effective records and Information Management Including dissemination of reports required to managers, projects, donors, and HQ (10%)

Maintain and update project databases including documents in hard /soft copy formats on project files and ensure that records are up to date, filed and archived.

E. May perform other duties as assigned).

Minimum Requirements 

Bachelorâs degree in administration, Logistics, Procurement, Administration or business studies from recognized college or university.  Part qualification of a professional course (CIPS, NEVI and ISCM) or post graduate Diploma in logistics or procurement is an added advantage. Postgraduate training/diploma in Procurement and supply chain management or Procurement and logistics management will be an added advantage. At least three (3) years of experience in procurement and supply chain management, working in a busy environment preferably INGO is an added advantage. Computer skills (Ms Office, ERP systems and procurement software packages), writing and analytical skills is required. 

Most Critical Proficiencies

Excellent organizational and administrative skills. Good planning and coordination skills and ability to prioritize competing priorities effectively. Communication: Very good communication skills (spoken and written), including the ability to communicate effectively with diverse audiences and, good negotiation skills. Teamwork: Very good interpersonal skills and ability to establish and maintain effective working relations with people. Good analytical skills with ability to make independent judgment and decisions. Proactive, results-oriented, and Customer Centricity with focus on meeting customer needs and delivering it flawlessly.  Integrity and good Ethical conduct in accordance with recognized professional and organizational codes of ethics. Innovation and Quality: Must be a person who thinks of quality and continuous improvement in his/she our work to deliver value.

Essential Job Functions and Physical Demands

Excellent interpersonal skills with the ability to work cooperatively, tactfully, and diplomatically with a culturally diverse group of people. Constant face-to-face, telephone and electronic communication with colleagues and the public. May require constant sitting, working at a computer for extended periods of time. Ability to work with sensitive information and to maintain confidentiality. Self-motivation and working with minimum supervision with ability to work long or irregular hours as determined by project deadlines. Ability to organize, prioritize tasks and work independently is essential.  Willingness and ability to work outside of normal business hours.

NOTE: The Mastercard Foundation adheres to the highest standards of care related to its programs, those involved in carrying out its mission, and the millions of young people it supports in accessing dignified and fulfilling work. The Foundation has a zero-tolerance policy for all forms of misconduct and takes seriously its responsibility to improve the safety and well-being of the young people who participate in its programs. This duty of care is shared by the Foundationâs partners. As such, during recruitment of staff for Foundation supported programs, all necessary mechanisms are put in place to ascertain that candidates under consideration share our commitment to safeguarding. 

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