Logistics Careers – Procurement Assistant at USAID Project – SDS

Reports to: Administration Manager
Key Duties & Responsibilities:
·         In collaboration with requesting unit, draft specifications for all goods and services (other than consultants).
·         Estimate costs and solicit quotations / proposals in accordance with FAR and AIDAR regulations.
·         Prepare request for Bids, Quotes and Proposals and collect proposals / quotations / pro-forma invoices from suppliers following Cardno and SDS purchasing procedures;
·         Prepare all purchase orders based upon detail specifications from technical and support staff;
·         Act as Secretary to the Procurement Committee. Analyze bid proposals as requested by committee chairman.
·         Present documentation to Procurement Committee for recommendation of award and prepare Purchase Order (PO) for approvals from DFO / COP / Home Office as may be required;
·         Propose items for which a Long-Term or Blanket PO may be advantageous (e.g., transport, office supplies, hotels), and support Procurement Committee to finalize such agreements;
·         Maintain file of local suppliers of goods and services.
·         Pre-qualify suppliers for commonly requested goods and services;
·         Place orders on time and follow up to ensure timely delivery of the items or service and report as appropriate to the immediate supervisor and the requesting unit on the status of the order.
·         Maintain up to date Procurement Status Report;
·         Ensure that the terms, quantity, quality, description, and condition of the goods or services delivered are in accordance with the purchase requisition and supplier’s invoice.
·         Record any missing or damaged items;
·         Ensure that all relevant items are recorded in the office inventory files.
·         Assist the Administration Manager in maintaining the inventory file up to date, and conducting regular inventory reviews;
·         Maintain copies of procurement file with all supporting documents for any future reference or audit purpose;
·         Obtain documentation to clear shipment of Uganda goods free of duty and customs. Liaise with US Embassy / USAID staff where appropriate for clearance documentation;
·         Manage all returns, warranty and defect issues for procured goods and services;
·         Serve as the primary point of contact for delivery of all equipment and commodities to Regional Offices and others, as relevant;
·         Other tasks, as assigned by the supervisor.
Qualifications, Skills & Experience:
·         Bachelors Degree in Business Administration, Management, or other relevant field.
·         3+ years working experience of demonstrable experience managing procurement tasks on donor funded projects.
·         Excellent writing, computer and organizational skills.
·         USAID experience and basic knowledge of FARs and AIDARs is highly desirable;
·         Proven ability to work closely with a variety of project stakeholders, including local senior and support staff, USAID personnel, Home Office staff, consultants, vendors and subcontractors to work collaboratively to solve administrative and operational problems as they arise; and
·         Proven ability to independently plan and execute complex tasks while addressing daily management demands.
How to Apply:
Application and resume with names of three references should be sent to recruitment@uganda-sds.org.Please indicate the job position in the subject line. Deadline: Monday, 25 February, 2013 5:00 pm.
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