Job Title: Senior Livelihoods Officer Organisation: International Rescue Committee (IRC)…
Procurement Officer Job at African Forum for Agricultural Advisory Services (AFAAS)
Reports to: Executive Director
Ref: Procurement /adv/PO/2013-007
Organisation: African Forum for Agricultural Advisory Services (AFAAS)
Duty Station: Kampala, Uganda
About AFAAS:
The African Forum for Agricultural Advisory Services (AFAAS) is the umbrella organisation for Agricultural Extension and Advisory Services (AEAS) in Africa. Its objective is to create efficient, effective and synergistic linkages and partnerships between AEAS of member countries to improve the delivery of these services to farmers. It operates within the framework of the Comprehensive Africa Agriculture Development Programme (CAADP), specifically
CAADP Pillar IV which has the objective of enhancing the livelihoods of African farmers and pastoralists. The Forum for Agricultural Research in Africa (FARA) has been mandated to lead the implementation of CAADP Pillar 4. In this context AFAAS operates under the umbrella of FARA but has its own autonomy and governance structure.
AFAAS developed a five year strategic plan 2011-2015, with the following objectives:
- · To ensure that CAADP Pillar IV directly addresses the needs of African farmers as regards advisory services, contributing to making these services more effective and relevant;
- · To mobilize and utilize synergies across Africa for advisory service development,
- · To ensure the accessibility of appropriate and up-to-date knowledge on advisory services from a range of sources in Africa and internationally;
- · To empower country level advisory service stakeholders to determine their own priorities and lead efforts to improve their national and local advisory service systems;
- · To build partnerships at national, regional and international levels between agricultural advisory services and other institutions contributing to sustained growth and transformation of agriculture; and
- · To build a continental African organization that can sustainably support national agricultural advisory services to continuously enhance their contribution to national, regional, continental and global development objectives.
Job Summary: The Procurement Officer will be primarily responsible for the procurement of goods and services while ensuring that corporate, government and ethical policies are adhered to. This position will provide assistance with the procurement needs for commodities and services required by user departments, including preparation of Quotations, Tenders and Proposals in accordance with the Procurement Policy and current legislation.
Key Duties and Responsibilities:
- · Analyze purchase requests from the user departments and determine the appropriate method of procurement, Quotation, Tender and Request for Proposals. Provide assistance to user departments, when required, in preparation of specifications, Terms of Reference etc.
- · Collaborate with AFAAS staff, vendors, and technical experts in preparing specifications for Quotations, Tenders, Proposals and Supply Agreements in a clear and concise manner.
- · Coordinate the preparation of the procurement documents, utilizing sound sustainable procurement practices, while adhering to corporate policies and government legislation prior to issuing public tender.
- · Schedule, organize and facilitate Job-Site and/or Pre-Bid meetings related to Quotations, Tenders and Proposals.
- · Issue Addendums to Quotations, Tenders and Proposals, as required.
- · Attend and preside over public openings of Tenders, Proposals and Quotations.
- · Conduct an in-depth analysis of all bids received in response to each Tender, Proposal and Quotation to identify the response that best meets the needs of the user department which is consistent with the terms and conditions of AFAAS’s procurement policy.
- · Prepare recommendation for award.
- · Provide supplier debriefing sessions, when requested, with unsuccessful respondents.
- · Use judgment, diplomacy and confidentiality with respect to the complete procurement process, ensuring integrity of the respondents bid information.
- · Preparation of contracts and tender awards that may be confidential or sensitive information related to property or personnel, or legal implications.
- · Support in the preparation of sub grant agreements, Memoranda of Understanding with various partners
- · Prepare contract with vendor and maintain contract after award, ensuring that all documents are kept current and complete.
- · Confer with suppliers regarding delivery, quality, etc. to ensure that the requirements are met.
- · Monitor contracts and vendor performance and consult with vendors and/or user departments to implement corrective action when required.
- · Arrange for samples, testing and evaluation of new products.
- · Collaborate with staff on new standing agreements, ensuring staff awareness of product lines of new suppliers.
- · Contribute to the development and formulation of purchasing procedures and practices as required.
- · Participate in the annual reporting process for legislative requirements, including monitoring and tracking AFAAS procurement plan.
- · Perform audits of Procurement purchases to identify problem areas and/ or high usage commodities where pricing agreements may benefit the organization.
- · Perform audit and analysis of vendor payment runs for inconsistencies with established buying practices, while maintaining confidentiality of vendor information protected under Privacy Legislation.
- · Participate in specialized projects and assignments related to procurement, as required.
- · Assist in the annual physical inventory process, as required.
- · Perform other related duties as may be assigned.
Qualifications, Skills & Experience:
- · A university degree in administration, commerce, law, engineering or equivalent. Membership of any chartered procurement body will be an added advantage.
- · 7 years of experience in designing and implementing procurement processes, demonstrating evidence of achieving results and graduation to responsible positions.
- · Track record of timely provision of quality deliverables
- · Excellent communication, people management, and writing skills
- · Prior experience in dealing with procurements on World Bank, United Nations or other Multilateral International Financial Institution supported public sector project would be an added advantage
- · A proven integrity Record
- · Good understanding of Government of Uganda and World Bank procedures. A thorough knowledge of Uganda’s public procurement rules is key.
- · Should have designed and implemented efficient and transparent procurement systems and processes
- · Should have an in-depth understanding of procurement cycle management
- · Should have excellent command on MS Office
- · Written and oral fluency in English, Kiswahili and French
- · Strong familiarity with the country context, familiarity with government structures, operations and procedures.
How to Apply:
Applications with a cover letter and comprehensive curriculum vitae, together with the names, addresses, telephone numbers of three referees should be addressed to the Executive Director-AFAAS , AFAAS Secretariat,
Plot 22A Nakasero Road; Kampala, Uganda. email: secretariat@afaas-africa.org copied to msnahdy@afaasafrica.org
Deadline: 13th April 2013.
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