Job Title: Procurement and Administration Officer
Organization: Kampala Club Limited
Duty Station: Kampala, Uganda
Reports to: General Manager
About US:
Kampala
Club Limited is a Members’ Private Social Club located in the Kampala Central
Business District and one of the leading sports clubs in Uganda. The club has
an average membership of 600 members.
Club Limited is a Members’ Private Social Club located in the Kampala Central
Business District and one of the leading sports clubs in Uganda. The club has
an average membership of 600 members.
Job Summary: The Procurement and Administration Officer will be
responsible for the Procurement and Administration functions of the Club.
responsible for the Procurement and Administration functions of the Club.
Key Duties and Responsibilities:
1. Procurement Duties:
- Initiating, developing and implementing the
procurement policies and procedures. - Work closely with end user departments and
collating their procurement requirements - In charge of monitoring and ensuring
compliance with the procurement policies and regulations - Responsible for the preparation of request
for quotations according to the specifications of the items / services
required - Preparing Local Purchase Orders, following up
for appropriate approvals and issuing them to suppliers - Work closely with suppliers and users to
ensure timely delivery of goods and services as per the contractual terms
and conditions - Proper record keeping and maintaining files
of all procurement and supplies management records - Preparing and submitting periodical
procurement reports - Ensuring that internal customer and supplier
relationships are maintained well to deliver breakthrough performance in
cost, service and quality - Providing technical advice to staff and the
Procurement Sub Committee - Work closely with the Finance Department to
ensure availability of procurement funds and timely payment to suppliers - Attending to inquiries from bidders and
suppliers - Collaborating with user departments by
providing feedback on the status of their procurement requisitions - Maintaining an up-to-date database of
suppliers and service providers
2. Administrative Duties:
- Setting-up and maintenance of a central
filing system for the office in collaboration with the Office Attendant - Supervising the Office Attendant in making
arrangements for meetings, drafting routine correspondence; typing and
formatting minutes and other documents; as well as routing correspondence
to relevant staff - Supervising the Staff Cook to ensure that
staff meals are prepared and served efficiently and effectively - Coordinating and ensuring timely availability
of office supplies, stationery, consumables and kitchen supplies - Monitoring the condition of office equipment
and liaising with service providers to ensure that the equipment are in
good working condition at all times - Managing the petty cash in accordance with
the financial and procurement policies
3. Human Resource
Management duties:
Management duties:
- Creating personnel files for the newly
employed staff, and ensuring all the relevant documents are filed in
collaboration with the Office Attendant - Coordinating recruitment of new staff in
consultation with the staff welfare subcommittee - Responding to enquiries and providing
information and advice to staff regarding their entitlements, processes,
and practices, conditions of service, duties and responsibilities and
entitlements under the staff rules and regulations - Preparing and monitoring office personnel
leave plans to ensure continuous workflow while other staff are on leave - Perform any other lawful duties that may be
assigned by the Supervisor
Qualifications, Skills and Experience:
- The applicant should hold an Honours Degree
in a Procurement and Supply Chain Management area. - At least three years’ working experience in a
busy environment. - Possess excellent interpersonal and communication
skills. - Proven ability to work under pressure, and
with limited supervision - Highly computer literate with proven
expertise in the use of MS Windows applications.
How to Apply:
All
suitably qualified and interested candidates should send their application
letters with detailed CVs, testimonials and any other relevant documents by hand
delivery to: The Hon. Secretary, Kampala
Club Limited, Plot 8, Ternan Avenue, Nakasero, P.O. Box 9048, Kampala, Uganda.
suitably qualified and interested candidates should send their application
letters with detailed CVs, testimonials and any other relevant documents by hand
delivery to: The Hon. Secretary, Kampala
Club Limited, Plot 8, Ternan Avenue, Nakasero, P.O. Box 9048, Kampala, Uganda.
Deadline: 18th April 2016 by 5:00PM
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