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Job Title: Procurement Assistant
Organization: Plan
International
International
Duty Station: Kampala,
Uganda
Uganda
Reports to: Procurement
Coordinator
Coordinator
About US:
Plan International was founded over 75 years ago and is one of the
oldest and largest children’s development organizations (non-profit / INGOs) in
the world. We work in 50 developing countries across Africa, Asia and the
Americas to promote child rights and lift millions of children out of poverty.
Plan’s vision is of a world in which all children realize their full potential
in societies that respect people’s rights and dignity. Plan is independent,
with no religious, political or governmental affiliations.
oldest and largest children’s development organizations (non-profit / INGOs) in
the world. We work in 50 developing countries across Africa, Asia and the
Americas to promote child rights and lift millions of children out of poverty.
Plan’s vision is of a world in which all children realize their full potential
in societies that respect people’s rights and dignity. Plan is independent,
with no religious, political or governmental affiliations.
Job Summary: The Procurement
Assistant will be responsible for providing logistical support to the
department. S/he will oversee that administrative routines are implemented
efficiently and effectively.
Assistant will be responsible for providing logistical support to the
department. S/he will oversee that administrative routines are implemented
efficiently and effectively.
Key Duties and
Responsibilities:
Responsibilities:
Administration Logistical Support:
·
Prepares prompt payment to vendors according to
the approved purchase order agreement; punctual delivery of goods and services
by the vendor; proper receipt and clearance of any materials, supplies, or
equipment, and conducts negotiations of any returns or adjustments which may
become necessary.
Prepares prompt payment to vendors according to
the approved purchase order agreement; punctual delivery of goods and services
by the vendor; proper receipt and clearance of any materials, supplies, or
equipment, and conducts negotiations of any returns or adjustments which may
become necessary.
·
Follows-up approved orders for timely delivery
of goods and services by the vendor; proper receipt and clearance of any
materials, supplies, or equipment, and conducts negotiation of any returns or
adjustments which may become necessary.
Follows-up approved orders for timely delivery
of goods and services by the vendor; proper receipt and clearance of any
materials, supplies, or equipment, and conducts negotiation of any returns or
adjustments which may become necessary.
·
In charge of organizing and implementing the
procurement function in respect to workshop and training bookings at Country
Office level in conformity with Plan International Uganda’s policies and
procedures.
In charge of organizing and implementing the
procurement function in respect to workshop and training bookings at Country
Office level in conformity with Plan International Uganda’s policies and
procedures.
·
Keenly reviews active orders both electronic and
hard copy to determine delivery status and follows up with vendors to assure
prompt delivery.
Keenly reviews active orders both electronic and
hard copy to determine delivery status and follows up with vendors to assure
prompt delivery.
·
Communicates with staff concerning delivery
progress and maintains records of receipt of invoices.
Communicates with staff concerning delivery
progress and maintains records of receipt of invoices.
·
Prepares a weekly procurement progress log for
sharing with all staff with up-to-date status of the procurements.
Prepares a weekly procurement progress log for
sharing with all staff with up-to-date status of the procurements.
·
Places orders in the line of responsibility and
drafts/writes related correspondences.
Places orders in the line of responsibility and
drafts/writes related correspondences.
·
Prepares vendor set up forms following the
established procedures and minimum selection standards, including ant-terrorism
screening.
Prepares vendor set up forms following the
established procedures and minimum selection standards, including ant-terrorism
screening.
·
Works closely with the Communications department
for review of adverts before placing in the media/press.
Works closely with the Communications department
for review of adverts before placing in the media/press.
·
Receives, tabulates and opens bid documents,
including bid opening receipts as per Plan International procurement procedures.
Receives, tabulates and opens bid documents,
including bid opening receipts as per Plan International procurement procedures.
·
Assists the supervisor in the maintenance of
updated records related to procurement function such as vendor contract files,
framework agreement files with service providers.
Assists the supervisor in the maintenance of
updated records related to procurement function such as vendor contract files,
framework agreement files with service providers.
·
Acts as a backup the customer care/reception
desk officer as and when assigned.
Acts as a backup the customer care/reception
desk officer as and when assigned.
·
As delegated by the Procurement Coordinator,
performs the tasks in line with established procedures and policies.
As delegated by the Procurement Coordinator,
performs the tasks in line with established procedures and policies.
Qualifications, Skills and
Experience:
Experience:
·
The
applicant for the Plan International Procurement Assistant career placement
should preferably hold a higher
Diploma in business or education or another related field.
The
applicant for the Plan International Procurement Assistant career placement
should preferably hold a higher
Diploma in business or education or another related field.
·
A minimum of two years of working experience in
a relevant field in the INGO is an added advantage
A minimum of two years of working experience in
a relevant field in the INGO is an added advantage
·
Computer literacy i.e. experience in use of
Microsoft office applications i.e. word, excel and power point.
Computer literacy i.e. experience in use of
Microsoft office applications i.e. word, excel and power point.
·
Ability and willingness to learn and travel to
the field
Ability and willingness to learn and travel to
the field
·
Very well organized and able to work under
pressure
Very well organized and able to work under
pressure
·
Excellent interpersonal skills
Excellent interpersonal skills
How to Apply:
All suitably qualified candidates should send their letters of
application, together with updated CVs, contact telephone numbers, copies of
relevant certificates, names and contact details of three references plus
salary history and send to:
application, together with updated CVs, contact telephone numbers, copies of
relevant certificates, names and contact details of three references plus
salary history and send to:
The Ag. Country Human Resources Manager,
Plan Uganda
Email to:
uganda.recruitment@plan-international.org.
uganda.recruitment@plan-international.org.
NB: Only short-listed
applicants will be contacted. Please consider your application unsuccessful in
case you do not hear from us by 30th November 2016.
applicants will be contacted. Please consider your application unsuccessful in
case you do not hear from us by 30th November 2016.
Deadline: 12th September,
2016
2016
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