Procurement and Shipping Officer

Our client is an organization founded in 2007 with a mission to help reduce neonatal and maternal mortality rates and improve the quality of healthcare available at the clinics and hospitals it serves in sub-Saharan Africa.

Connection with this organization is inviting applications from suitable Ugandan Nationals for the following positions;

JOB TITLE: PROCUREMENT AND SHIPPING OFFICER

REPORTS TO: ADMINISTRATION MANAGER

Responsibilities

The Procurement and Shipping Officer is responsible for ensuring the quality of all activities related to GFF Procurement and Shipping which is focused on improving health outcomes by addressing needs relating to Biomedical Engineering support for grantee partners, GFF gap grants, Lifenet training, M&E program and Equipment Donor relations such as with DAK Foundation. 

Procurement 

a) Ensure proper documented definition and description of end user procurement requirements to the most relevant details to facilitate the right procurement and, prepare a monthly procurement plan based on needs identified for all GFF staff, management and its partner and execute at least 80% of these plan by the next month.

b) Working hand -in-hand with Administration team to ensure appropriate documented approval of all procurement and that the procurement is planned and thus budgeted for.

c) Do due diligence in sourcing for suppliers and service providers inconsideration of; Required specifications by user(s), Value for money, Time (within 2 weeks for local procurement) and any foreseeable consideration relating to the procurement. 

d) Maintain a list and contacts of GFF pre qualified service providers and suppliers for medical and utility equipment, consumables, service. The Procurement and Shipping officer shall also maintain verified bank details and physical addresses of service providers and suppliers.

e) Ensure the availability and correctness of all transaction document and their details Quotation, Local Purchase Order, Delivery Notes and Invoices before submitting to management for approval and payment. The Procurement and Shipping officer shall also ensure correctness of payment details before payments are processed.

f) Be the custodian of all documents related to procurement, suppliers and service providers and ensure these documents are kept up-to-date.

g) Be knowledgeable of all legal and policy issues related to procurement and per the laws - both local and international.

h) Prepare periodic -Weekly, monthly, quarterly and annual reports for management relating to procurement.

SHIPPING 

a) Facilitate the shipping of procured or donated items from point of procurement or donation into the stores of GFF. This includes preparing items for shipping, noting item contents, delivery methods, and other logistical details.

b) Ensure appropriate documentation and documents are done and filed in accordance with legal and best practices of shipping.

c) Work hand-in-hand with the Office Administrator to manage the receipt and dispatch of material from GFF stores with full and appropriate documentation.

d) Identify and resolve shipping, storage, or receiving discrepancies as they arise.

 Identify and coordinate with Clearing agents to obtain clearance of GFF-procured and donated equipment at ports.

f) Prepare summaries of relevant reports on shipping (Weekly, Monthly, Quarterly, and Annual) as may be required by Management. 

g) Liaising with health facilities in charges/user departments and ensuring that all Goods Received Notes (GRNs) from Suppliers match with the Local Purchase Orders (LPO) and are duly signed to accept and receive medical equipment.

h) Recording goods/supplies in the Goods Received Notes (GRNs), Guiding BMET staff on filling Equipment Release Forms before donation. Ensure all released items have Goods Delivery Notes (GDNs) before crossing GFF/LIFENET premises.

    

Experience and skills

1. A Bachelor’s degree in Procurement and Logistics/Supply Chain Management related disciplines. Biomedical Engineers are encouraged to apply especially if they have related qualifications and experience.

2. Experience in implementing Procurement and shipping-related activities of at least 3 years, preferably within an NGO setting. Experience with Shipping in East Africa, experience in processing and obtaining an NDA license, and experience in procurement and shipping of medical equipment internationally are desirable aspects.

3. Good communication skills 

4. Excellent interpersonal skills 

5. Good computer skills 

How to apply.

All applications will be received and Reviewed through Brightermonday Portal by Clicking on the 'Apply Here' section

 Only shortlisted candidates will be contacted for an interview. Applicants should therefore clearly indicate their contact telephone number(s) and/or email address for easy contact.