Job Title: Procurement Specialist
Organisation: Medical
Research Council/ Uganda Virus Research Institute (MRC/UVRI)
Research Council/ Uganda Virus Research Institute (MRC/UVRI)
Funding Source: MRC (UK) and
U.S. PEPFAR
U.S. PEPFAR
Duty Station: Entebbe,
Uganda
Uganda
Reports to: Finance
Manager
Manager
About MRC:
The Medical
Research Council/ Uganda Virus Research Institute (MRC/UVRI) based at the
Uganda Virus Research Institute in Entebbe is a bilateral multi-disciplinary
research organization funded by, the Medical Research Council (UK) and Centers
for Disease Control and Prevention (CDC) in Uganda under the U.S. President’s
Emergency Plan for AIDS Relief (PEPFAR) and other donor agencies. Established
in 1988, the MRC/UVRI Uganda Research Unit on AIDS is an internationally recognized
center of excellence for research on HIV infection and related diseases, contributing
knowledge on the revolving epidemic, the evaluation of innovative health care
options, treatment and prevention, and the development of health policy and practice
in Africa and worldwide.
Research Council/ Uganda Virus Research Institute (MRC/UVRI) based at the
Uganda Virus Research Institute in Entebbe is a bilateral multi-disciplinary
research organization funded by, the Medical Research Council (UK) and Centers
for Disease Control and Prevention (CDC) in Uganda under the U.S. President’s
Emergency Plan for AIDS Relief (PEPFAR) and other donor agencies. Established
in 1988, the MRC/UVRI Uganda Research Unit on AIDS is an internationally recognized
center of excellence for research on HIV infection and related diseases, contributing
knowledge on the revolving epidemic, the evaluation of innovative health care
options, treatment and prevention, and the development of health policy and practice
in Africa and worldwide.
Job Summary: The Procurement
Specialist will take charge of the Procurement section in a manner that
empowers them to deliver excellent customer service/satisfaction, with a quick
turnaround time ensuring cost-effective utilisation of resources at all times.
The incumbent will ensure that MRC obtains value for money in all of its
procurement and reviewing current contracts for quality and competitive
pricing. He / She will also be tasked to deliver a standard of excellence in
the procurement functions which supports end users through a transparent and
informative procurement system, which returns value for money and quality
products or services to best meet the Unit standards and requirements.
Specialist will take charge of the Procurement section in a manner that
empowers them to deliver excellent customer service/satisfaction, with a quick
turnaround time ensuring cost-effective utilisation of resources at all times.
The incumbent will ensure that MRC obtains value for money in all of its
procurement and reviewing current contracts for quality and competitive
pricing. He / She will also be tasked to deliver a standard of excellence in
the procurement functions which supports end users through a transparent and
informative procurement system, which returns value for money and quality
products or services to best meet the Unit standards and requirements.
Key Duties and Responsibilities:
Procurement
Planning: Develop procurement plans that will support MRC/UVRI’s operations in the
most cost effective and efficient manner, overseeing procurement in Uganda and
through the Units UK based procurement system for items purchased in UK
Planning: Develop procurement plans that will support MRC/UVRI’s operations in the
most cost effective and efficient manner, overseeing procurement in Uganda and
through the Units UK based procurement system for items purchased in UK
·
Maintain close relations with freight forwarding
company to place shipment instructions and ensure that imported goods are not
delayed at the airport
Maintain close relations with freight forwarding
company to place shipment instructions and ensure that imported goods are not
delayed at the airport
·
Follow Procurement SOPs at all times and gather
required number of bids from approved suppliers for each purchase
Follow Procurement SOPs at all times and gather
required number of bids from approved suppliers for each purchase
·
Update and maintain approved suppliers list
Update and maintain approved suppliers list
·
Collate procurement requests into a plan that will
result in most cost-effective purchasing
Collate procurement requests into a plan that will
result in most cost-effective purchasing
·
As a member of the Procurement Committee, take lead
of the procurement activities of MRC/UVRI, preparing all necessary
documentation for tender evaluation meetings
As a member of the Procurement Committee, take lead
of the procurement activities of MRC/UVRI, preparing all necessary
documentation for tender evaluation meetings
·
Responsible for ensuring that services provided by
suppliers are up to scratch and organizing user meetings to discuss supplier
performance and where necessary taking that up with the supplier for
improvement.
Responsible for ensuring that services provided by
suppliers are up to scratch and organizing user meetings to discuss supplier
performance and where necessary taking that up with the supplier for
improvement.
Identifying
and building relationships with suppliers:
and building relationships with suppliers:
The
incumbent will be carrying out prequalification exercise:
incumbent will be carrying out prequalification exercise:
·
Responsible for developing tender documents,
stipulating goods, services and works to be provided
Responsible for developing tender documents,
stipulating goods, services and works to be provided
o Placing tender
advertisements
advertisements
o Contracting consultants
to review responses
to review responses
o Drawing up a
short list
short list
o Visit supplier
premises to ensure integrity of supplier and product
premises to ensure integrity of supplier and product
·
Requesting short listed suppliers to provide
quotations and reviewing them according to MRC/UVRI’s procedures and donor
requirements
Requesting short listed suppliers to provide
quotations and reviewing them according to MRC/UVRI’s procedures and donor
requirements
·
Working together with the procurement committee to
select suppliers; obtaining required approvals according to MRC/UVRI’s
procedures. Where goods are sourced from UK the post holder must liaise closely
with the buying agency in UK SBS and the freight forwarding agency in UK and
Uganda therefore excellent communication skills in English written and verbal
are essential.
Working together with the procurement committee to
select suppliers; obtaining required approvals according to MRC/UVRI’s
procedures. Where goods are sourced from UK the post holder must liaise closely
with the buying agency in UK SBS and the freight forwarding agency in UK and
Uganda therefore excellent communication skills in English written and verbal
are essential.
·
Providing Head office with required information on
value and lists of goods procured; keeping of full supporting documentation
including import clearance documents from the clearance agent.
Providing Head office with required information on
value and lists of goods procured; keeping of full supporting documentation
including import clearance documents from the clearance agent.
·
Responsible for trouble shooting any procurement
issues.
Responsible for trouble shooting any procurement
issues.
·
Developing standard contracts, ensuring that
MRC/UVRI’s interests are protected and that the resultant contract is legally
compliant and kept up to date.
Developing standard contracts, ensuring that
MRC/UVRI’s interests are protected and that the resultant contract is legally
compliant and kept up to date.
·
Providing the finance department with statistics and
financial figures of all goods procured and assisting on ensuring supplier is
paying VAT
Providing the finance department with statistics and
financial figures of all goods procured and assisting on ensuring supplier is
paying VAT
·
The incumbent will sensitize suppliers so that they
comply with MRC/UVRI’s procedures and provide proper documentation that will
ensure timely payments to be made; providing them with our tax exemption
information in advance
The incumbent will sensitize suppliers so that they
comply with MRC/UVRI’s procedures and provide proper documentation that will
ensure timely payments to be made; providing them with our tax exemption
information in advance
·
Ensuring that all activities of MRC/UVRI comply with
legal and contractual obligations, especially that timely payments are made;
reporting to the appropriate accountable managersin the case of non-compliance
Ensuring that all activities of MRC/UVRI comply with
legal and contractual obligations, especially that timely payments are made;
reporting to the appropriate accountable managersin the case of non-compliance
Managing
Staff: lead the Procurement section
(responsibility for one other member of staff) in a manner that empowers them
to deliver excellent customer service and high standards:
Staff: lead the Procurement section
(responsibility for one other member of staff) in a manner that empowers them
to deliver excellent customer service and high standards:
·
Ensuring that the other member of the team fully understands
the outcomes that are expected of them and that they are aware of best practice
in procurement and stores management; ensuring that they behave in a way which
will maintain good relationships with donors, volunteers and MRC/UVRI staff
Ensuring that the other member of the team fully understands
the outcomes that are expected of them and that they are aware of best practice
in procurement and stores management; ensuring that they behave in a way which
will maintain good relationships with donors, volunteers and MRC/UVRI staff
·
Responsible for ensuring that work is planned and
organised in a way which will meet the needs of the department’s customers in
the most cost effective manner possible; ensuring that team member is given
appropriate workloads and is working efficiently
Responsible for ensuring that work is planned and
organised in a way which will meet the needs of the department’s customers in
the most cost effective manner possible; ensuring that team member is given
appropriate workloads and is working efficiently
Qualifications, Skills and Experience:
·
The applicant should hold a good Bachelor’s Degree
in Procurement & supply chain management, Commerce, or Business Administration.
The applicant should hold a good Bachelor’s Degree
in Procurement & supply chain management, Commerce, or Business Administration.
·
Possession of Full Professional qualification (CIPS)
Possession of Full Professional qualification (CIPS)
·
A minimum of three years’ experience in a busy
procurement office with direct supervision of personnel, with experience of
organising tenders and importing goods from abroad
A minimum of three years’ experience in a busy
procurement office with direct supervision of personnel, with experience of
organising tenders and importing goods from abroad
·
Prior experience working with ERP packages, MS
Office programs, office equipment (printer, fax, copier, and scanners);
Prior experience working with ERP packages, MS
Office programs, office equipment (printer, fax, copier, and scanners);
·
Good people management skills
Good people management skills
·
Prior experience of MS Dynamics-Navision
Prior experience of MS Dynamics-Navision
·
Working knowledge of Oracle ERP system
Working knowledge of Oracle ERP system
·
Past exposure and experience working in a medical
organisation
Past exposure and experience working in a medical
organisation
How to Apply:
All candidates
should send their applications letters, copies of academic qualifications and
curriculum vitae including names, telephone contacts and email addresses of
three (3) referees should be sent only via e mail to: [email protected]
should send their applications letters, copies of academic qualifications and
curriculum vitae including names, telephone contacts and email addresses of
three (3) referees should be sent only via e mail to: [email protected]
NB: Only shortlisted candidates will be contacted for
interviews
interviews
Deadline: 25th September 2015
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