Job Title: Administrative and Procurement Officer
Organisation: aBi Trust
Duty Station: Kampala,
Uganda
Uganda
Reports to: Corporate
Services Manager
Services Manager
About US:
The
Agricultural Business Initiative (aBi Trust) was founded by the Governments of
Denmark and Uganda with a vision of ‘A competitive, private sector led
agriculture in Uganda’ and a mission ‘To promote private sector agribusiness
development to enhance wealth creation in Uganda.’ aBi in addition to support
from its Founders Government of Uganda and the Royal Danish Embassy receives
support for its activities from other development partners, such as, USAID, EU,
Sweden, Belgium, DFID and the Netherlands. aBi’s activities include:
Agricultural Business Initiative (aBi Trust) was founded by the Governments of
Denmark and Uganda with a vision of ‘A competitive, private sector led
agriculture in Uganda’ and a mission ‘To promote private sector agribusiness
development to enhance wealth creation in Uganda.’ aBi in addition to support
from its Founders Government of Uganda and the Royal Danish Embassy receives
support for its activities from other development partners, such as, USAID, EU,
Sweden, Belgium, DFID and the Netherlands. aBi’s activities include:
·
Supporting the following Value Chains: Coffee,
Cereals, Dairy, Pulses, Oil Seeds and Horticulture.
Supporting the following Value Chains: Coffee,
Cereals, Dairy, Pulses, Oil Seeds and Horticulture.
·
Financial Services Development in rural areas
Financial Services Development in rural areas
·
Offering lines of credit to financial institutions
and guarantees for lending to beneficiaries in the agribusiness sector
Offering lines of credit to financial institutions
and guarantees for lending to beneficiaries in the agribusiness sector
Job Summary: The Administrative
and Procurement Officer will support the procurement activities of aBi by
organizing adequate acquisition of goods and services. His/her responsibilities
include the intake and follow up of purchase requisitions, tender/quotation
procedures, order processing, purchasing, invoicing and delivery of goods to
requestors. He/she will ensure maintenance of updated supplier database for the
office, carry out market surveys for goods and services and also communicate
about delivery lead times and replies to any other inquiries from user
departments. The Administrative and Procurement Officer will also support
smooth running and operation of aBi office administration function, which will
includes managing office supplies (stationary, kitchen supplies) and records
office security as well as ensuring the staff are updated on health and safety
issues. He/she will ensure proper records are kept for aBi assets and that
there is proper management of the aBi fleet of vehicles. The procurement and
Administration officer will also ensure smooth management of staff travel,
including aBi vehicles, taxi services as well as making flight bookings and
ensuring proper management of insurance for the regional office assets.
and Procurement Officer will support the procurement activities of aBi by
organizing adequate acquisition of goods and services. His/her responsibilities
include the intake and follow up of purchase requisitions, tender/quotation
procedures, order processing, purchasing, invoicing and delivery of goods to
requestors. He/she will ensure maintenance of updated supplier database for the
office, carry out market surveys for goods and services and also communicate
about delivery lead times and replies to any other inquiries from user
departments. The Administrative and Procurement Officer will also support
smooth running and operation of aBi office administration function, which will
includes managing office supplies (stationary, kitchen supplies) and records
office security as well as ensuring the staff are updated on health and safety
issues. He/she will ensure proper records are kept for aBi assets and that
there is proper management of the aBi fleet of vehicles. The procurement and
Administration officer will also ensure smooth management of staff travel,
including aBi vehicles, taxi services as well as making flight bookings and
ensuring proper management of insurance for the regional office assets.
Key Duties and Responsibilities:
1.
Administration:
Administration:
·
Structure and organise administrative work to
promote work processes and ensure an appropriate work space and office
facilities are functioning, i.e. water, electricity, security etc.
Structure and organise administrative work to
promote work processes and ensure an appropriate work space and office
facilities are functioning, i.e. water, electricity, security etc.
·
Electronically and physically maintain and archive
data, information and records of the procured logistical goods and the
stationery store and any other administrative matters;
Electronically and physically maintain and archive
data, information and records of the procured logistical goods and the
stationery store and any other administrative matters;
·
Receive maintenance work requests for minor
maintenance, alterations, repairs and renovations and ensure they are promptly
handled;
Receive maintenance work requests for minor
maintenance, alterations, repairs and renovations and ensure they are promptly
handled;
·
Ensure meeting rooms, Boardrooms and or other aBi
Trust special meeting rooms are well maintained and are logistically and
appropriately managed;
Ensure meeting rooms, Boardrooms and or other aBi
Trust special meeting rooms are well maintained and are logistically and
appropriately managed;
·
Arrange and book conference rooms and hotels for all
aBi Trust stakeholder meetings, management meetings, seminars and workshops and
other gatherings as be requested;
Arrange and book conference rooms and hotels for all
aBi Trust stakeholder meetings, management meetings, seminars and workshops and
other gatherings as be requested;
·
Arrange visas, travel bookings and tickets for aBi
Trust staff and process hotel accommodations; i.e. coordinate with staff to
maintain an awareness of upcoming travel and ensure adequate lead times to
prepare applicable documentation,
Arrange visas, travel bookings and tickets for aBi
Trust staff and process hotel accommodations; i.e. coordinate with staff to
maintain an awareness of upcoming travel and ensure adequate lead times to
prepare applicable documentation,
·
Take meeting minutes as and when needed;
Take meeting minutes as and when needed;
·
Support management in the coordination of security
and evacuation plans;
Support management in the coordination of security
and evacuation plans;
·
Ensure proper records of office inventories and
documentation of stock procured in the office,
Ensure proper records of office inventories and
documentation of stock procured in the office,
·
Ensures disposal of old and damaged assets in line
with the procurement manual. Ensures all monies from the disposed assets are
recovered and accounted for.
Ensures disposal of old and damaged assets in line
with the procurement manual. Ensures all monies from the disposed assets are
recovered and accounted for.
·
Performs asset inventory/registration and
verification annually both for the aBi office;
Performs asset inventory/registration and
verification annually both for the aBi office;
·
Manage the updates the aBi office asset register.
Manage the updates the aBi office asset register.
·
Work closely with the IT coordinator to ensure all
IT equipment is properly managed.
Work closely with the IT coordinator to ensure all
IT equipment is properly managed.
·
Ensures lost assets are properly reported and
necessary action taken to remove the same from the register once the
investigations are completed.
Ensures lost assets are properly reported and
necessary action taken to remove the same from the register once the
investigations are completed.
2.
Procurement:
Procurement:
·
Plans, develops and manages relevant procurement and
contractual aspects of aBi Trust goods and administrative services i.e. fit out
furniture, stationer, tea bites and sanitary ware within delegated authority;
Plans, develops and manages relevant procurement and
contractual aspects of aBi Trust goods and administrative services i.e. fit out
furniture, stationer, tea bites and sanitary ware within delegated authority;
·
Receives requests for goods and services
(requisitions) and ensures their completeness/ compliance before they are
processed;
Receives requests for goods and services
(requisitions) and ensures their completeness/ compliance before they are
processed;
·
Regularly reviews requests about product description
and specification, prices, lead times and availability, promoting
standardization, value for money and economy of scale;
Regularly reviews requests about product description
and specification, prices, lead times and availability, promoting
standardization, value for money and economy of scale;
·
Prepares tender documents, receives/collects bids
and prepares Comparative Bid Analysis for the Evaluation Committee;
Prepares tender documents, receives/collects bids
and prepares Comparative Bid Analysis for the Evaluation Committee;
·
Takes evaluation and procurement committee meeting
minutes and reports the outcome. Ensures the committee members have signed on
the evaluation or procurement minutes;
Takes evaluation and procurement committee meeting
minutes and reports the outcome. Ensures the committee members have signed on
the evaluation or procurement minutes;
·
Prepares Local Purchase Orders and sends them to
finance department for approval;
Prepares Local Purchase Orders and sends them to
finance department for approval;
·
Regularly notifies the selected suppliers of the
purchase order once approved;
Regularly notifies the selected suppliers of the
purchase order once approved;
·
Prepares service level agreements and submits them
to the Corporate Services Manager for approval and further endorsement;
Prepares service level agreements and submits them
to the Corporate Services Manager for approval and further endorsement;
·
Produces up-to-date overviews of outstanding
requests regularly and upon request, including adequate information about
expected delivery lead times;
Produces up-to-date overviews of outstanding
requests regularly and upon request, including adequate information about
expected delivery lead times;
·
Informs Department Heads and requestors pro-actively
about delays and other problems in the delivery of their requests.
Informs Department Heads and requestors pro-actively
about delays and other problems in the delivery of their requests.
Key Performance Indicators:
·
Smooth flow of day to day operations, including well
managed stores and vehicle fleet
Smooth flow of day to day operations, including well
managed stores and vehicle fleet
·
Adherence to administration and procurement policies
and procedures.
Adherence to administration and procurement policies
and procedures.
·
Timeliness in Procurement Cycle
Timeliness in Procurement Cycle
·
Timeliness in Payment Processing
Timeliness in Payment Processing
·
Transparent Procurement Processes with accurate
minutes of evaluation and procurement meetings
Transparent Procurement Processes with accurate
minutes of evaluation and procurement meetings
·
Healthy and safe work environment.
Healthy and safe work environment.
Qualifications, Skills and Experience:
·
The applicant should preferably hold a good Bachelor’s
Degree Business Administration or Purchasing and Supplies Management
The applicant should preferably hold a good Bachelor’s
Degree Business Administration or Purchasing and Supplies Management
·
Additional training in Procurement and Supplies
Management
Additional training in Procurement and Supplies
Management
·
At least three to four years’ relevant experience in
the administration and procurement role
At least three to four years’ relevant experience in
the administration and procurement role
·
Broad working knowledge of administrative, budgetary,
procurement procedures
Broad working knowledge of administrative, budgetary,
procurement procedures
·
Maintains confidentiality of sensitive information
and guards the handling of sensitive or high risk information appropriately.
Maintains confidentiality of sensitive information
and guards the handling of sensitive or high risk information appropriately.
·
Demonstrates and adheres to the behaviors that are
consistent with standards for professional and ethical conduct within aBi trust
Demonstrates and adheres to the behaviors that are
consistent with standards for professional and ethical conduct within aBi trust
·
Computer literacy i.e. proficiency in Microsoft
programs and report writing.
Computer literacy i.e. proficiency in Microsoft
programs and report writing.
·
Excellent negotiation, problem solving analytical
skills
Excellent negotiation, problem solving analytical
skills
·
Keen attention to detail.
Keen attention to detail.
·
Concentrate on all aspects of a task, commitment to
achieving high quality results
Concentrate on all aspects of a task, commitment to
achieving high quality results
·
Personal initiative: Develop new solutions to
problems as they arise
Personal initiative: Develop new solutions to
problems as they arise
·
Team work and ability to prioritize own and others
workloads
Team work and ability to prioritize own and others
workloads
·
Excellent communication skills
Excellent communication skills
·
All aBi Trust employees should adhere to Participation,
Transparency, Accountability and Non-discrimination while integrating the
principles of Green Growth and Human Rights Based Approaches in its work.
All aBi Trust employees should adhere to Participation,
Transparency, Accountability and Non-discrimination while integrating the
principles of Green Growth and Human Rights Based Approaches in its work.
How to Apply:
All suitably
qualified and interested candidates should send an updated CV and cover letter
with three professional referees to the e-mail to: [email protected].
Please clearly mark the application with the position title: e.g. “aBi Trust – Administrative
and Procurement Officer.” E-mails that
exceed 2MB will not be considered.
qualified and interested candidates should send an updated CV and cover letter
with three professional referees to the e-mail to: [email protected].
Please clearly mark the application with the position title: e.g. “aBi Trust – Administrative
and Procurement Officer.” E-mails that
exceed 2MB will not be considered.
Deadline: 14th
September, 2015 by 5PM
September, 2015 by 5PM
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