Job
Title: Procurement
Assistant
Title: Procurement
Assistant
Organisation: Marie Stopes International (MSI)
Duty
Station: Kampala, Uganda
Station: Kampala, Uganda
Reports to: Procurement
Officer
Officer
About
US:
US:
Marie Stopes International (MSI) is a
global organisation providing personalised contraception and safe post-abortion
care services to women and girls. Our local teams of professionals are
passionate about the work they do in communities across 37 countries. The
services we provide give a woman the power to choose when she has children so
that she is free pursue her plans and dreams for herself and her family.
global organisation providing personalised contraception and safe post-abortion
care services to women and girls. Our local teams of professionals are
passionate about the work they do in communities across 37 countries. The
services we provide give a woman the power to choose when she has children so
that she is free pursue her plans and dreams for herself and her family.
Job Summary: The Procurement Assistant will support the process
that ensures that all procurement of goods and services in Marie Stopes
International Uganda (MSI Uganda) across all activities and departments meets
the standards of quality, quantity, time, price and place.
that ensures that all procurement of goods and services in Marie Stopes
International Uganda (MSI Uganda) across all activities and departments meets
the standards of quality, quantity, time, price and place.
Key Duties and Responsibilities:
·
The incumbent will handle all Purchase Requisition
Forms (PRFs) in to Purchase Orders using INFLOW and follow up with vendors for
delivery.
The incumbent will handle all Purchase Requisition
Forms (PRFs) in to Purchase Orders using INFLOW and follow up with vendors for
delivery.
·
Organising and maintain computerized and hard copy
procurement files according to established filing systems.
Organising and maintain computerized and hard copy
procurement files according to established filing systems.
·
Keenly verify invoices and delivery notes by
ensuring that they tally with the Purchase Order.
Keenly verify invoices and delivery notes by
ensuring that they tally with the Purchase Order.
Vendor
Management Activities
Management Activities
·
Maintain pre-qualified vendor database as
authorized.
Maintain pre-qualified vendor database as
authorized.
·
Quickly correspond with vendors regarding prices,
product avaliabilty and delivery.
Quickly correspond with vendors regarding prices,
product avaliabilty and delivery.
·
Actively facilitate in product sample approvals by
the respective user department where applicable.
Actively facilitate in product sample approvals by
the respective user department where applicable.
Operational
Procurement Activities:
Procurement Activities:
·
Coordinate and schedule meetings with vendors.
Coordinate and schedule meetings with vendors.
·
Carry out any procurement activities relating to
review of completeness of PRFs and Request For Quotations (RFQs).
Carry out any procurement activities relating to
review of completeness of PRFs and Request For Quotations (RFQs).
·
Take minutes of procurement committee meetings.
Take minutes of procurement committee meetings.
·
Respond to queries directed to procurement and
logistics and escalate where necessary
Respond to queries directed to procurement and
logistics and escalate where necessary
·
Update the weekly procurement tracker and share to
all MSIU staff
Update the weekly procurement tracker and share to
all MSIU staff
·
Coordinate dispatch of supplies to the warehouse
and/or to user departments
Coordinate dispatch of supplies to the warehouse
and/or to user departments
Qualifications, Skills and
Experience:
Experience:
·
The Procurement Assistant should preferably hold a Bachelor’s
degree in business administration, commerce, procurement from a recognised
institution of higher learning or diploma supported with equivalent experience.
The Procurement Assistant should preferably hold a Bachelor’s
degree in business administration, commerce, procurement from a recognised
institution of higher learning or diploma supported with equivalent experience.
·
At least two years’ experience in the same capacity
in a busy organisation
At least two years’ experience in the same capacity
in a busy organisation
·
Keen attention to detail and high level of accuracy
Keen attention to detail and high level of accuracy
·
Computer literacy i.e. Proficiency in use of MS
Excel, MS Word, Outlook and other computer applications
Computer literacy i.e. Proficiency in use of MS
Excel, MS Word, Outlook and other computer applications
·
Excellent interpersonal skills, the ability to build
effective working relationships at all levels internally and externally
Excellent interpersonal skills, the ability to build
effective working relationships at all levels internally and externally
·
Excellent oral and written communication skills
Excellent oral and written communication skills
·
Excellent report writing skills
Excellent report writing skills
·
Ability to work autonomously
Ability to work autonomously
·
Ability to work under pressure and to deadlines
Ability to work under pressure and to deadlines
Personal Competencies:
·
Initiative: Thinking ahead
and taking action to make the most of opportunities by finding the optimum
solution
Initiative: Thinking ahead
and taking action to make the most of opportunities by finding the optimum
solution
·
Innovative: Thinking
creatively and outside of the box so that ideas generated create a positive
outcome
Innovative: Thinking
creatively and outside of the box so that ideas generated create a positive
outcome
·
Effective Communication: Communicating
through active listening and good questioning techniques, using appropriate
body language, ensuring information is clear and concise.
Effective Communication: Communicating
through active listening and good questioning techniques, using appropriate
body language, ensuring information is clear and concise.
·
Responsive: Being
responsive to changing priorities and demands
Responsive: Being
responsive to changing priorities and demands
·
Working Efficiently: Planning,
prioritising and organising work to ensure work is accurate and deadlines are
met
Working Efficiently: Planning,
prioritising and organising work to ensure work is accurate and deadlines are
met
·
Sharing Information: Sharing
information and knowledge whilst maintaining confidentiality
Sharing Information: Sharing
information and knowledge whilst maintaining confidentiality
·
Focus on Learning: Taking
responsibility for keeping knowledge and skills updated and for seeking
opportunities to develop further
Focus on Learning: Taking
responsibility for keeping knowledge and skills updated and for seeking
opportunities to develop further
·
Commitment: Awareness and
understanding of goals, vision and values and how your role impacts on this and
going the extra mile to meet role requirements
Commitment: Awareness and
understanding of goals, vision and values and how your role impacts on this and
going the extra mile to meet role requirements
·
Driven: Drive and
determination to deliver results
Driven: Drive and
determination to deliver results
·
Accountable: Taking
responsibility for appropriate decisions that you make, and the actions and
behaviour you demonstrate
Accountable: Taking
responsibility for appropriate decisions that you make, and the actions and
behaviour you demonstrate
·
Embracing Change: Openness to
embracing change within the organisation and being able to adjust
plans/activities accordingly
Embracing Change: Openness to
embracing change within the organisation and being able to adjust
plans/activities accordingly
·
Motivated: Motivation
towards achieving quality results to maximise potential
Motivated: Motivation
towards achieving quality results to maximise potential
·
Team Player: Working as
part of a team by being supportive, flexible and showing respect for each other
Team Player: Working as
part of a team by being supportive, flexible and showing respect for each other
The Procurement
Assistant is required to demonstrate MSI Uganda’s core values of:
Assistant is required to demonstrate MSI Uganda’s core values of:
·
Accountability of all staff to each other and our
clients and stakeholders
Accountability of all staff to each other and our
clients and stakeholders
·
Equality of opportunity and access
Equality of opportunity and access
·
Value for money in the management of our resources
Value for money in the management of our resources
How
to Apply:
to Apply:
All suitably qualified and interested
candidates are encouraged to send their electronic applications including a
cover letter, updated CV and academic documents via E-mail to: [email protected].
candidates are encouraged to send their electronic applications including a
cover letter, updated CV and academic documents via E-mail to: [email protected].
Deadline:
7th August, 2015
7th August, 2015
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