Job Title: Procurement Officer
Organization: Marie Stopes
Duty Station: Kampala, Uganda
Reports to: Senior Manager Procurement & Logistics
About MSI:
Marie Stopes International
exists to bring quality family planning and reproductive healthcare to the
world’s poorest and most vulnerable people. We’ve been delivering family
planning, safe abortion, and maternal health services for over 35 years.
Millions of women worldwide turn to us for help each year, whether in limiting
the size of their families, or avoiding dangerous complications in pregnancy or
unsafe abortion.
exists to bring quality family planning and reproductive healthcare to the
world’s poorest and most vulnerable people. We’ve been delivering family
planning, safe abortion, and maternal health services for over 35 years.
Millions of women worldwide turn to us for help each year, whether in limiting
the size of their families, or avoiding dangerous complications in pregnancy or
unsafe abortion.
Job Summary: The Procurement Officer will provide
timely, high quality and cost effective support in the procurement of all goods
and services across all channels in full compliance with all donor regulations,
legal and policy requirements. In
addition, the incumbent will collate and follow up all procurement plans from
delivery teams
timely, high quality and cost effective support in the procurement of all goods
and services across all channels in full compliance with all donor regulations,
legal and policy requirements. In
addition, the incumbent will collate and follow up all procurement plans from
delivery teams
Key Duties and Responsibilities:
1. Planning for procurement in line with budgets and plans:
- Actively
support the collection and collation of all annual procurement plans of
good and services - Draw
procurement plans from approved budgets - Propose
timetable for procurement to be approved - Set
up timetable and agree with finance, programme, sales and centres teams on
times, volumes and processes to use - Ensure
that all the necessary paperwork is forwarded to users on time - Guide
staff and all user departments on issues to do with procurement and
logistics - Ensuring
cost effective end to end procurement
2. Set Up:
- Under
instruction and in liaison with users, set up and manage procurement of
goods and services closely following policy to ensure timeliness, quality
and cost efficiency - Present
procurement documentation to procurement committee on time and accurately - Prepare
adverts, agenda and notices and publish. - Ensure
all the necessary documentation is filled by them before a procurement
activity commences - Proposals,
award letters, contracts completed - Actively
participates in pre-bid meetings, - Supports
in Publicizing Procurement notices including liaising with newspapers
printing companies about advertisements, and addenda.
3. Purchase:
- Send
invoices to Finance for payment - Expeditiously
follow up on the suppliers and service providers invoices, and ensure that
they are paid in a timely manner
4. Storage:
- Ensure
receipt is for the right goods (batch numbers, expiry dates etc) - Ensure
proper storage. Raising immediately any concerns - Actively
coordinate with the Warehouse supervisor to ensure that all equipment and
pharmaceutical products required by the different field teams are released
in a timely manner
5. Delivery:
- Consignments
sent with teams going to field and through courier in a timely manner.. - Carries
out supplier appraisals, with consultation with Procurement and Logistics
Manager, and other managers and Directors.
6. Record Keeping:
Properly files documents including bid documents, proposals, award letters,
contracts
Properly files documents including bid documents, proposals, award letters,
contracts
7. Review and learning from customers:
- Supplier
appraisals carried out and reports made every year - Prepare
monthly, quarterly and annual reports about the status of the procurement
and logistics. - Survey
staff clients and get feedback on levels of satisfaction - Actively
participates in bid evaluation meetings
Qualifications, Skills and
Experience:
Experience:
- The
applicant should preferably hold a Degree or Diploma in the following
areas; Business management, Commerce, General Management, Procurement&
Logistics Management, Accounting, Pharmacy - Past
experience in procurement &Logistics management related activities in
NGO /or commercial setting - Proven
experience of a range of procurement activities, including but not limited
to: national and international procurement; warehouse management; pharmacy
management. - Computer
literacy skills in Microsoft Office computer programmes, particularly Word
and Excel. - Working
knowledge of institutional donors in the sector and related compliance
regulations (e.g., DFID, EC, USAID, UNFPA) regarding warehousing. - Pharmacological
experience: knowledge of drugs and pharmacy stores management - Detailed
understanding and knowledge of the principles, procedures and practices of
accounting, financial records and transactions - Deep
understanding of current internal audit legislation with the ability to
maintain up to date knowledge and sharing developments with colleagues - Excellent
organizational skills with the ability to work under pressure - Ability
to work autonomously and to plan and prioritise own workload
How to Apply:
All candidates who wish to
join Marie Stopes are strongly encouraged to send an updated CV and cover letter
via email to: [email protected]
join Marie Stopes are strongly encouraged to send an updated CV and cover letter
via email to: [email protected]
NB: Please do not attach transcripts
Deadline: Friday 12th June, 2015
by 5pm
by 5pm
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