Senior Procurement Assistant

Responsible for the procurement and delivery of quality goods and services while ensuring efficiency and value for money.

Responsibilities

• Implements and monitors procurement strategies for ChildFund Uganda CO.
  
• Prepares, implements and coordinates annual procurement schedules which agree with the cash flow projections for each department, unit or project
  
• Supports the evaluation of bids
  
• Ensures that materials purchased are of appropriate quality, price and meet specifications.
  
• Follows and maintains purchasing procurement systems.
  
• Provides procurement support for organization activities including staff & visitor travels as required.
  
• Supports to coordinates the receipt, opening and evaluation, of quotations, tenders, proposals for goods, services or works and prepares local purchase orders for the pre-qualified suppliers/vendors based on properly approved requests.
  
• Secretary to the Procurement committee and ensures proper documentation is prepared and filed and goods are delivered.
  
• Support follows up to ensure contracted suppliers are paid for the services/goods offered to ChildFund.
  
• Supports to Prepare periodic reports about procurement and continuously evaluates the execution of procurement contracts.
  
• Prepares suppliers’ contract and local purchase orders and submits them for approval.
  
• Custodian to procurement records and files safely  for reference  during  audit trail and history about the suppliers
  
• Supports with the management of meetings and events to include contract negotiation and management,  communication coordination to successfully conclude on tasks associated with procurement
  
• Supports with carrying out price surveys and maintains records of competitive prices for efficient procurement of goods and services.
  
• Ensures they is effective communication between ChildFund and its service providers.
  
• Actively contributes towards ensuring value for money in all procurement processes and procedures
  
• Participates in the prequalification exercise for service providers both at country office.
  
• Supports to ensure there is proper documentation and delivery of goods in the country office.
  
• Custodian of procurement policy and other related guidelines and ensures they are accessible to all staff.
  
• Prepare catalogues of vendors and continuously  evaluates their performance
  
• Supports to educate suppliers on ChildFund procurement procedures.
  
• Act as the main contact for supplier’s inquiries, communication and feedback.
  
• Maintains a harmonious relationship with suppliers throughout all procurement processes.
  
• Calls for procurement committee meetings to update on procurements, distribute procurement committee meetings and follow up on actions.
  
• Actively participates in the budgeting activities.
  
• Liaises with Finance unit to ensure availability of funds on respective cost centers and timely payments.
  
• Supports with providing information required during audit exercises and follows with relevant parties on actions
  

Requirements

• A minimum of two (2) years hands-on experience in a similar job area in a child focused development institution.
  
• A bachelor’s degree in Procurement and Supplies Management, Business Administration, office and public administration or closely related.
  
• Post-graduate Diploma in Procurement and Supplies Purchases and Supplies added advantage