Job Title: Procurement
Officer
Officer
Organisation: World
Vision
Vision
Reports to: Procurement
Manager
Manager
Duty Station: Kampala, Uganda
About WVU:
World Vision Uganda is a
Christian Relief, Development and Advocacy Non-Government Organization
dedicated to working with children, families and communities to overcome
poverty and injustice in over 40 districts of Uganda. World Vision is
committed to the protection of children and does not employ people whose
background is not suitable for working with children. All employment is
conditioned upon the successful completion of all applicable background checks,
including criminal record checks where possible. “Our Vision for every
child, Life in all its fullness. Our prayer for every Heart, the will to make
it so.”
Christian Relief, Development and Advocacy Non-Government Organization
dedicated to working with children, families and communities to overcome
poverty and injustice in over 40 districts of Uganda. World Vision is
committed to the protection of children and does not employ people whose
background is not suitable for working with children. All employment is
conditioned upon the successful completion of all applicable background checks,
including criminal record checks where possible. “Our Vision for every
child, Life in all its fullness. Our prayer for every Heart, the will to make
it so.”
Job Summary: The
incumbent will conduct timely procurement of quality goods, services and works
that comply with the required specifications while upholding World Vision’s
procurement procedures and policies and maintaining high level of
accountability and integrity.
incumbent will conduct timely procurement of quality goods, services and works
that comply with the required specifications while upholding World Vision’s
procurement procedures and policies and maintaining high level of
accountability and integrity.
Key Duties and Responsibilities:
1. Processing of Procurement
Requests:
Requests:
- Receive
and record procurement requisitions from the divisions, departments,
clusters, regions, ADP, projects etc. - Review
the submitted procurement requisitions for completeness and accuracy in
terms of approval levels and specifications etc. - Prepare
solicitation documents such as requests for quotation/proposals, letters
of invitation, actions on advertisement and tendering, for approval etc. - Support
the development of specifications in conjunction with the user
departments, divisions, projects, clusters and regions. - Apply
improvements in the processing of procurement requisitions/requests.
2. Sourcing of Goods, Services
and Works:
and Works:
- Assist
in the identification and propose potential service providers and
suppliers for goods, services and works required by the projects,
clusters, regions and WVU as an organization. - Distribute
tender or bids documents, advertise tenders, request for quotations or
requests for proposals. - Monitor
the receipt, registration and opening of bids from service providers and
suppliers. - Attend
to all inquiries from bidders and suppliers as appropriate. - Recommend
bid evaluation methods and prepare bid analysis reports for consideration
by the Procurement Committee. - Complete
the import procedures and requirements as required.
3. Administer Contracts and
Payments:
Payments:
- Prepare
and place purchase orders and contracts with suppliers or service
providers for goods, services and works. - Monitor
the progress and delivery schedules and orders of supplies, goods and
works. - Monitor
the flow of returned supplies and the performance of contracts until
expiry of warranty/ and defects liability period. - Process
supplier payment requests in a timely manner after ensuring that all
payment requisite documents are attached. - Conduct
periodic analysis of costs per project, department, division etc. - Follow
up and report on implementation of Procurement Committee decisions in
accordance with the policy and procurement plan and budget.
4. Market Surveys and Vendor
Rating:
Rating:
- Actively
participate in routine market surveys and vendor rating exercises by
Procurement Department. - Inform
the regions, cluster and other stakeholders of the economic and market conditions
of items for use. - Serve
as an exclusive channel for requests regarding prices and products. - Verify
the capability of suppliers to meet the supply specifications. - Analyze
the performance of suppliers and service providers in the supply chain. - Compile
and prepare quarterly reports on the performance of the suppliers and
service providers.
5. Supplier Relationships and
Communications:
Communications:
- Maintain
professional relationships with suppliers ensuring a high degree of
integrity and accountability according to World Vision standards and
ethics. - Attend
to inquiries from bidders and suppliers as appropriate. - Participate
in negotiations with suppliers to promote good working relationships. - Work
closely with user divisions, departments, projects, clusters and regions,
on suppliers’ performance and communications. - Analyze
information and propose improvements in the supply chain for decision
making.
6. Process the Disposal of
Assets:
Assets:
- Receive
and record disposal requisitions from the users in the divisions,
departments, clusters, projects, regions and ADP, etc. - Review
disposal requisitions from the users in the divisions, departments,
clusters, projects, regions and ADP, for completeness, etc. - Prepare
disposal solicitation documents for approval such as letters of invitation,
actions on advertisement and tendering, etc. - Participate
in the disposal process in accordance with World Vision Uganda Policies
and Procedures.
Qualifications, Skills and Experience:
- The
applicant should hold a Bachelor’s Degree in Business Administration/Purchasing
& Supply, Commerce, Social Sciences or field relevant to the position. - Possession
of Professional qualification/certification such as Graduate Diploma in
Purchasing & Supply Management – C.I.P.S or equivalent. - Hold
a relevant post graduate qualification will be an added advantage. - A
strategic thinker with strategy and procurement experience. - A
minimum of three years’ experience at supervisor level in large procuring
entity, preferably with an International NGO. - Sound
public and negotiation skills along with business acumen coupled with
attention to details, maturity in decision making and time management
skills - Be
highly proactive with personal initiative and drive, honest with a high
level of integrity; a team-player with a positive attitude and good
planning skills - Strong
research, report writing, communication and networking
skills/interpersonal negotiation skills. - Posses
the ability to handle multiple projects and work under minimal
supervision. - Excellent
Computer skills in MS Office packages - Possess
the ability to work in a team to achieve excellence in execution,
committed, accountable and passionate about the work we do. - Commitment
to World Vision mission and partnership values and sensitivity to its
various expressions across cultures and denominations. - Track
record demonstrating high integrity, reliable and dependable - Good
networking and influencing skills - Ability
to work with minimal supervision - Must
be a committed Christian, able to stand above denominational diversities.
How to Apply:
All suitably qualified
candidates must send their applications with complete Curriculum Vitae, via
email to: [email protected]. Please address the application to the
People and Culture Specialist (Recruitment) and do indicate the post title in
the email subject line.
candidates must send their applications with complete Curriculum Vitae, via
email to: [email protected]. Please address the application to the
People and Culture Specialist (Recruitment) and do indicate the post title in
the email subject line.
NB: Qualified
female candidates are particularly encouraged to apply.
female candidates are particularly encouraged to apply.
Deadline: Wednesday, 9th July, 2014
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