Procurement Officer – Uganda National Hire

JOB DESCRIPTION

Position Title: Procurement Officer

Reports To: Admin Supervisor

Division: Immigration & Refugee Program+ (IRP+)

Department: Administration

Job Location: Kampala, Uganda

Grade Level: Grade 5, Officer, National

Primary Purpose

This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures procurement of high-quality and cost efficient supplies, equipment and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance.

Supervision

This position reports directly to the Procurement Supervisor.

Essential Duties

1. Manages the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200
2. Ensures all approved quotations are captured in SAGE and approved LPOs sent to the vendors
3. Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment
4. Manages the flow of complete procurement documents between the departments
5. Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices
6. Tracks vendor invoices and utilities on the procurement excel spread sheet
7. Prepares VAT and DUTY exemptions for Ministry of Finance and Uganda Revenue Authority using the relevant processes
8. Regularly updates the Note Verbal excel sheet
9. Participates in budget preparation by researching cost estimates of proposed items
10. Analyses incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings
11. Prepares the Request for proposal (RFP) reports for evaluation /tender committees review
12. Completes vendor forms and updates the scans and the vendor list on the fileserver
13. Ensures reconciliations for vendors by comparing invoices and payments
14. Participates in developing, facilitating, implementing, monitor and reviewing procurement plans
15. Responsible for managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements
16. Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness
17. Coordinates and facilitates the vendor pre-qualification process
18. Ensures procurement records are accurate, up to date and in compliance with donor policies
19. In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required
20. Tracks orders to ensure timely deliveries
21. Builds and maintains positive relationships with all members of staff, and contactors both within and outside CWS Africa
22. Performs any other duties as assigned to improve the operations of CWS Africa

Qualifications

Education:

• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field OR 7 years of experience in lieu of a degree required
• Diploma in Purchasing and Supplies Management is preferred

Experience:

• Five (5) years’ experience in procurement or with similar administrative responsibilities

Knowledge/ Skills:

• Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook
• Working knowledge of SAGE and 2 CFR 200
• Demonstrated strong organizational and time management skills
• Strong written and verbal English skills

Abilities

The Procurement Officer must have the ability to:

• communicate effectively both verbally and in writing;
• follow instructions from the Supervisor with a positive and receptive attitude;
• deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;
• conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;
• maintain a high performance standard with attention to detail;
• carry out all of the duties of the position efficiently and effectively with minimal supervision;
• take initiative;
• maintain strict confidentiality with RSC Africa administrative and operational information;
• manage a large and diverse workload under pressure with competing priorities;
• work well as a team in a multi-cultural environment while maintaining a high level of motivation;
• effectively manage RSC Africa’s resources;
• actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa;

Physical requirements: This position requires bending, sitting, standing, walking, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying light loads.

Working environment: Normal office working conditions

Special Requirements:

Certificate of Good Conduct issued within the last one year (12 months) required before the start of employment. Employee will be entrusted with the receipt, custody and payment of money.

Competencies Communication

Ensure effective exchanges of information with others. Examples of skills and behaviours include speaking to others respectfully; expressing ideas in a logical, organized way; sharing information appropriately; and clarity and conciseness in written communication.

Relationships

Ensure constructive and supportive interactions with others. Examples of skills and behaviors include being positive and supportive when working with others; sharing information and resources freely; resolving conflict constructively; and proactively working to remove obstacles to success for others.

Job Knowledge

Utilize and apply job related knowledge to complete job tasks at a level that meets or exceeds expectations. Examples of skills and behaviours include utilizing job knowledge to solve problems or develop new approaches; maintaining or enhancing skills through continuing education; and taking on projects that will develop or enhance skills.

Teamwork

Work effectively and contribute as a member of a team. Examples of skills and behaviours include supporting other team members by sharing information; covering the work of others during absences, vacations etc.; and actively participating in developing ideas for ways to increase team effectiveness.

Problem Solving

Analyse information and develop solutions to challenges that arise during the course of performing a job. Examples of skills and behaviours include researching and collecting facts; defining the issues and the parties affected; formulating options/solutions for addressing the problem; and engendering support for and implementing the solution.

Operational Leadership

Successfully lead a group to achieve operational goals. Examples of skills and behaviours include priority setting; timely decision making; planning and organizing; delegation; and managing and measuring work.

Building and Leading Effective Teams

Earn the respect of team members, create strong morale and spirit on the team and utilize the unique skills of all team members. Examples of skills and behaviours include managing diverse relationships; flexibility; being open and receptive; running effective team meetings; and exhibiting integrity and trustworthiness.

Strategic Leadership

Accurately anticipate future consequences and trends and translate them into the fulfilment of workable strategies and plans. Examples of skills and behaviours include problem solving; dealing with ambiguity, ; innovation management and business acumen