Job Description ORGANISATIONAL RELATIONSHIPS(a) Department: Human Resource and Administration(b) Reports to: Head of Human Resource and Administration(c) Directly Supervises: NoneMAIN PURPOSE OF THE JOBTo provide technical guidance on procurement, carry out procurements and implement the procurement policy, in liaison with the Procurement Committee, to ensure value for money for goods, services or works required by the CompanyKEY RESULT AREAS AND RESPONSIBILITIES(i) Facilitate the development, maintenance and implementation of efficient and effective procurement and disposal policies and systems, in line with relevant laws(ii) Work with the various departments to periodically compile their procurement needs, and submit them to the Secretary to the Procurement Committee(iii) Ensure that the procurement requisitions received are duly authorised by the respective Heads of the user departments before submitting them to the Secretary Procurement Committee (iv) Prepare timely procurement plans and budgets for goods, works and services covered under the approved financial budget in accordance with the SWICO procurement procedures(v) Coordinate the procurement function and ensure effectiveness and efficiency at all levels(vi) Identify suppliers, solicit for purchase quotations of the different procurements, and advise the Procurement Committee as provided in the procurement policy(vii) Frequently search and find new suppliers in order to purchase goods that are of high quality but at a low price to ensure value for money(viii) Compile, maintain and seek approval of suppliers database(ix) Submit profiles of the proposed possible suppliers for assessment and approval by the procurement committee members(x) Register the successful supplier/quotation in the approval book, and ensure that all procurement committee members append their signatures to facilitate the preparation of local purchase orders (LPOs)(xi) Deliver the approval book to Accounts for preparation of the LPO and follow up withAccounts to ensure delivery to the supplier(xii) Follow up payment for the supplier and delivery of the goods to the company store(xiii) Update the Committee with information relating to the supplier such as products, delivery time, after sales services, payment method, etc, at all times to be able to select the most suitable one(xiv) Arrange for the timely procurement of items and services as approved by the ProcurementCommittee and as per SWICO policy(xv) Check the items received from suppliers for their conformity with specifications and desired standards(xvi) Maintain an updated register or status on all items requisitioned for by staff /departments(xvii) Coordinate the preparation of bids and prequalification documents for different procurements(xviii) Invite interested firms for prequalification(xix) Participate in the negotiation of terms and conditions of supplies and disposal of theCompany’s assets in line with SWICO’s contracts framework and ensure timely implementation(xx) Receive procurement committee resolutions /recommendations from the Secretary and ensure appropriate follow up and implementation(xxi) Evaluate suppliers’ performance, and conduct price search and market surveys(xxii) Provide technical/professional advice to management on procurement matters(xxiii) Design and monitor the implementation of guidelines and frameworks for bid evaluation and selection process by the Technical Evaluation and Contracts Committee to ensure evaluation is done in a fair and transparent manner in accordance with established procedures(xxiv) Design and monitor a system for contract management in the procurement process, andprovide technical support to user-departments in the preparation and management of contracts, in accordance with SWICO procedures(xxv) Develop and monitor the implementation of procurement reporting systems and records in accordance with the SWICO reporting guidelines(xxvi) Oversee the boarding-off and disposal of assets in consultation with user departments in accordance with the SWICO procedures(xxvii) Prepare and supervise periodic procurement performance, compliance reviews and value for money audits with the relevant departments(xxviii)Ensure that all procurement processes for goods/services/works are in line with laid down procurement policies and procedures(xxix) Participate in arranging refresher courses for staff in logistics and procurement management(xxx) Prepare periodic reports on procurement activities, and submit them to management in line with established reporting guidelinesPERSON SPECIFICATION: Procurement Officer• Minimum Academic and/or Professional Qualifications Necessary• Bachelors’ Degree in Commerce, Business Administration, Procurement, or other relevant discipline• Additional Training/Qualifications/Certification Necessary• Full membership of CIPS or other relevant internationally recognized procurement professional body• Minimum Experience and Exposure Necessary• 4 years in the provision of procurement services, in a commercial organization or financial institutionKey Knowledge Required• Excellent knowledge of the principles and practices in procurement and supplies management• Procurement processes in the Uganda private commercial sector• Good command of the English languageKey Skills Necessary• Communication skills• Interpersonal skills• Negotiation skills• Analytical and decision making skills• Report writing skills• Records management• Computer skills, especially Microsoft Office ApplicationsOther Qualities/Attributes• Integrity and honesty• Ability to discern• Assertiveness and confidence• Capacity to establish credibility, trust and partnership• Good business acumen Candidates who had already applied should not re-apply again.Interested persons can deliver applications, detailed curriculum vitae and copies of academic qualifications with two referees addressed to:The Human Resource ManagerStatewide Insurance Company LimitedPlot 1, Bombo Road P.O. Box 9393 Kampala – Uganda.The applications should reach SWICO Head office or email their CV to with the subject title of “Procurement Officer”.Please note that only shortlisted applicants will be contacted. If you do not hear from us within two weeks of submission, please consider yourself unsuccessful.Deadline: Thursday 8th June 2023
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