Job Title: Procurement Assistant
Organization: Uganda Local
Governments’ Association (ULGA)
Governments’ Association (ULGA)
Duty Station: Kampala, Uganda
Reports to: Operations/Administration
Officer
Officer
About US:
The Uganda
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Local Governments’ Association (ULGA) is an Association for Local Governments
in Uganda that was formed in 1994 with the mandate to unite Local Governments,
and provide them with a forum through which to come together and give each
other support and guidance to make common positions on key issues that affect
Local Governance. ULGA carries out this mandate through lobbying, advocacy and
representation of Local Governments at local, National and International fora.
Its ultimate goal is to promote and build Democratic and Accountable Local
Governments capable of delivering Efficient and Sustainable Public Services to
the people of Uganda. Our current strategic focus is in the areas of lobbying
and advocacy; institutional strengthening; increasing services to members and
facilitating local economic development.
Job Summary: The Procurement Assistant will primarily manage
the procurement process and ensure value for money during procurement and
disposal of the assets.
the procurement process and ensure value for money during procurement and
disposal of the assets.
Key Duties and Responsibilities:
1.
Facilitate the Procurement process of goods and services:
Facilitate the Procurement process of goods and services:
·
Development of the procurement plan
Development of the procurement plan
·
In charge of developing the pre- qualification list
according to PPDA guidelines
In charge of developing the pre- qualification list
according to PPDA guidelines
·
Responsible for the development of the bid documents
Responsible for the development of the bid documents
·
Identify and compile the procurement needs
Identify and compile the procurement needs
·
Guide the contracts committee on the PPDA guidelines
Guide the contracts committee on the PPDA guidelines
·
Update all records and ensure they recorded
correctly.
Update all records and ensure they recorded
correctly.
·
Participate in meetings
Participate in meetings
2.
Coordinate and manage the disposal of assets:
Coordinate and manage the disposal of assets:
·
Prepare assets specifications
Prepare assets specifications
·
Identify and compile the items for disposal
Identify and compile the items for disposal
·
Advertise the assets to be disposed in the relevant
media
Advertise the assets to be disposed in the relevant
media
·
Prepare the bid documents
Prepare the bid documents
·
Participate in opening of the bids
Participate in opening of the bids
·
Attend contracts committee meeting
Attend contracts committee meeting
3.
Procure goods and services in line with the organisational procedures &
policies in place:
Procure goods and services in line with the organisational procedures &
policies in place:
·
Identify and compile the items to be procured
Identify and compile the items to be procured
·
Advertise the items to be procured in the recommended
media
Advertise the items to be procured in the recommended
media
·
In charge of the preparation of the bid documents
In charge of the preparation of the bid documents
·
Take part in the meetings
Take part in the meetings
·
Participate in the evaluation of bids
Participate in the evaluation of bids
4.
Documentation of the processes:
Documentation of the processes:
·
Prepare and compile procurement & disposal
reports.
Prepare and compile procurement & disposal
reports.
·
Significantly contribute towards the development
& preparation of all the necessary procurement & disposal documents.
Significantly contribute towards the development
& preparation of all the necessary procurement & disposal documents.
·
Create an asset register
Create an asset register
5.
Provide advice and give support to the organization in matters of procurement
& disposal of asset:
Provide advice and give support to the organization in matters of procurement
& disposal of asset:
·
Advise the organisation on matters regarding the
procurement & supply of organisation assets
Advise the organisation on matters regarding the
procurement & supply of organisation assets
·
Educate the staffs and contracts committee on the
PPDA guidelines
Educate the staffs and contracts committee on the
PPDA guidelines
6.
Ensures the timely delivery of quality products at the lowest possible cost:
Ensures the timely delivery of quality products at the lowest possible cost:
·
Participates in the selection of suppliers based on
a criteria
Participates in the selection of suppliers based on
a criteria
·
Conducts a comparative analysis on supplier prices
Conducts a comparative analysis on supplier prices
·
Regularly reviews and evaluates the performance of
the suppliers
Regularly reviews and evaluates the performance of
the suppliers
·
Processes the necessary clearance documents
Processes the necessary clearance documents
·
Closely liaises with the clearing agents
Closely liaises with the clearing agents
7.
Ensures the proper processing of assigned customer orders:
Ensures the proper processing of assigned customer orders:
·
Verifies quantification of orders
Verifies quantification of orders
·
Verifies that the required order is within the
agreed budget
Verifies that the required order is within the
agreed budget
·
Coordinates the Sales and Dispatch officers when
processing the orders
Coordinates the Sales and Dispatch officers when
processing the orders
·
Sends final invoices to the Finance and Accounts
Department
Sends final invoices to the Finance and Accounts
Department
Qualifications, Skills and
Experience:
Experience:
·
The applicant for the Procurement Assistant job
opportunity should hold a Degree in procurement Or Logistics & supply chain
management. CIPS is added advantage
The applicant for the Procurement Assistant job
opportunity should hold a Degree in procurement Or Logistics & supply chain
management. CIPS is added advantage
·
Prior experience of managing procurement &
supply of goods and services
Prior experience of managing procurement &
supply of goods and services
·
A minimum of two years’ practical experience in
similar work
A minimum of two years’ practical experience in
similar work
·
Past exposure and experience in preparing bid
documents
Past exposure and experience in preparing bid
documents
·
Prior experience of working with people of different
backgrounds & cultures.
Prior experience of working with people of different
backgrounds & cultures.
·
Practical experience in evaluating bids
Practical experience in evaluating bids
·
Skills and knowledge of Supply chain management
Skills and knowledge of Supply chain management
·
Budget management skills
Budget management skills
·
Strong negotiating skills
Strong negotiating skills
·
Working knowledge of Change and Process management
Working knowledge of Change and Process management
·
High business acumen
High business acumen
·
Basic knowledge of bid document preparation
Basic knowledge of bid document preparation
·
PPDA procurement procedures and guidelines
PPDA procurement procedures and guidelines
·
Skilled in establishing effective operating
policies, lean initiatives and processes.
Skilled in establishing effective operating
policies, lean initiatives and processes.
·
Broad knowledge, understanding and experience of
purchasing strategies and also inventory management.
Broad knowledge, understanding and experience of
purchasing strategies and also inventory management.
·
Regularly achieving cost saving targets.
Regularly achieving cost saving targets.
·
Resourceful and well organized.
Resourceful and well organized.
·
Extensive knowledge of purchase order systems and
related software.
Extensive knowledge of purchase order systems and
related software.
·
Broad understanding of the principles of vendor
management.
Broad understanding of the principles of vendor
management.
·
Possess the ability to manage multiple priorities.
Possess the ability to manage multiple priorities.
·
Excellent analytical, critical thinking and
strategic skills.
Excellent analytical, critical thinking and
strategic skills.
·
Computer knowledge especially Word and Excel.
Computer knowledge especially Word and Excel.
·
Essential Skills
Essential Skills
·
Good report writing
Good report writing
·
Excellent communications skills
Excellent communications skills
·
Excellent planning and organisation skills
Excellent planning and organisation skills
·
Time management and coordination skills
Time management and coordination skills
·
Fluency in written and spoken English
Fluency in written and spoken English
·
Ability to interact with people of different
backgrounds
Ability to interact with people of different
backgrounds
·
Results orientated.
Results orientated.
·
Leadership and influencing skills.
Leadership and influencing skills.
·
Keen attention to detail.
Keen attention to detail.
·
Handling critical issues.
Handling critical issues.
·
Capable of making important and strategic decisions.
Capable of making important and strategic decisions.
·
Good problem solving skills
Good problem solving skills
NB: This is a re-advertisement so those who applied for these jobs in November 2015 don’t need to apply again.
How to Apply:
All suitably qualified and interested candidates should send a filled application form, Download Here, and send it to: [email protected]
Deadline: 11th January 2016
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