Job Title: Procurement and Administrative Coordinator
Organisation: Fred
Hutchinson Cancer Research Center (Fred Hutch)
Hutchinson Cancer Research Center (Fred Hutch)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Site
Administrator
Administrator
About US:
Fred Hutchinson Cancer Research Center (Fred Hutch), home of three
Nobel laureates, is an independent, non-profit research institution dedicated
to the development and advancement of biomedical research to eliminate cancer
and other potentially fatal diseases. Recognized internationally for its
pioneering work in bone-marrow transplantation, the Center’s five scientific
divisions collaborate to form a unique environment for conducting basic and
applied science.
Nobel laureates, is an independent, non-profit research institution dedicated
to the development and advancement of biomedical research to eliminate cancer
and other potentially fatal diseases. Recognized internationally for its
pioneering work in bone-marrow transplantation, the Center’s five scientific
divisions collaborate to form a unique environment for conducting basic and
applied science.
The Uganda Cancer Institute (UCI)/Hutchinson Center Cancer Alliance is
a collaborative venture with the UCI and Fred Hutch to establish a
state-of-the-art cancer treatment facility located in Kampala, Uganda. The aim
of this joint effort between Fred Hutch’s Global Oncology program (GO), and the
UCI, is the development of new low-cost prevention and treatment strategies for
ameliorating the high burden of infection-related cancers. Clinicians and
scientists work together to enhance patient access to care, diagnosis and
research-based treatment. The UCI/Hutchinson Center Cancer Alliance seeks to
develop effective prevention and treatment strategies for infection-associated
cancers to benefit the millions of people in Uganda, the United States and
worldwide who suffer from these malignancies.
a collaborative venture with the UCI and Fred Hutch to establish a
state-of-the-art cancer treatment facility located in Kampala, Uganda. The aim
of this joint effort between Fred Hutch’s Global Oncology program (GO), and the
UCI, is the development of new low-cost prevention and treatment strategies for
ameliorating the high burden of infection-related cancers. Clinicians and
scientists work together to enhance patient access to care, diagnosis and
research-based treatment. The UCI/Hutchinson Center Cancer Alliance seeks to
develop effective prevention and treatment strategies for infection-associated
cancers to benefit the millions of people in Uganda, the United States and
worldwide who suffer from these malignancies.
Job Summary: The Procurement
and Administrative Coordinator will provide procurement, stores management,
administration and logistics support to all HCRI-Uganda programs.
and Administrative Coordinator will provide procurement, stores management,
administration and logistics support to all HCRI-Uganda programs.
Key Duties and
Responsibilities:
Responsibilities:
Procurement:
·
The incumbent will compute and compile all
procurement requirements from line departments and collect all required
approvals prior to purchase
The incumbent will compute and compile all
procurement requirements from line departments and collect all required
approvals prior to purchase
·
Prepare vendor agreements, follow up agreement
review for tax compliance and shepherd them through the process for
administrative review and approval
Prepare vendor agreements, follow up agreement
review for tax compliance and shepherd them through the process for
administrative review and approval
·
Handle supplier correspondence about procurement
procedures and updates
Handle supplier correspondence about procurement
procedures and updates
·
Work in liaison with the suppliers and other
stakeholders to ensure timely delivery of goods and services as per contract
agreements
Work in liaison with the suppliers and other
stakeholders to ensure timely delivery of goods and services as per contract
agreements
·
Ensure timely payments to suppliers by liaising
with relevant departments
Ensure timely payments to suppliers by liaising
with relevant departments
·
Advertise tenders, receive and register bids
Advertise tenders, receive and register bids
·
Attend to inquiries and notify bidders of the
outcome of the bidding process
Attend to inquiries and notify bidders of the
outcome of the bidding process
·
Establish, maintain and update procurement
filing system, records and supplier database
Establish, maintain and update procurement
filing system, records and supplier database
·
Provide periodic procurement reports on assigned
duties
Provide periodic procurement reports on assigned
duties
·
Maintain the updated Approved Vendor List
Maintain the updated Approved Vendor List
General Administration:
·
Ensure that the Kira Rd office building,
equipment and surroundings are kept tidy, and in good working condition at all
time.
Ensure that the Kira Rd office building,
equipment and surroundings are kept tidy, and in good working condition at all
time.
·
Perform general office work as assigned by the
Site Administrator.
Perform general office work as assigned by the
Site Administrator.
·
Responsible for the safe keeping of office
documents including organizing, filing and retrieving them.
Responsible for the safe keeping of office
documents including organizing, filing and retrieving them.
·
Provide administrative support for HCRI-Ug or
Collaboration-related meetings including taking meeting minutes and recording
action items as requested.
Provide administrative support for HCRI-Ug or
Collaboration-related meetings including taking meeting minutes and recording
action items as requested.
·
Provide administrative assistance to senior
HCRI-Ug staff, as requested
Provide administrative assistance to senior
HCRI-Ug staff, as requested
Transport and Logistics:
·
Mentor and supervise the HCRI-Uganda Driver
including developing weekly/daily schedules and coordinating between staff to
allocate use of the vehicle
Mentor and supervise the HCRI-Uganda Driver
including developing weekly/daily schedules and coordinating between staff to
allocate use of the vehicle
·
Regularly monitor vehicle mileage log on a
weekly basis and review completed monthly activity reports for Site
Administrator approval every first day of the month
Regularly monitor vehicle mileage log on a
weekly basis and review completed monthly activity reports for Site
Administrator approval every first day of the month
·
Ensures that the vehicle policy and procedures
are being met and maintenance/service are achieved in a timely manner
Ensures that the vehicle policy and procedures
are being met and maintenance/service are achieved in a timely manner
·
Manage HCRI-Uganda staff use of hired transport.
Track usage of hired transport and provide monthly reports to Site
Administrator
Manage HCRI-Uganda staff use of hired transport.
Track usage of hired transport and provide monthly reports to Site
Administrator
Stores Management:
·
Manage the day to day operations of the stores
supplies
Manage the day to day operations of the stores
supplies
·
Ensure that all stock movement are properly
authenticated and correctly recorded
Ensure that all stock movement are properly
authenticated and correctly recorded
·
Maintain appropriate stock levels at all time
Maintain appropriate stock levels at all time
·
Ensure stock is stored in a safe and secure
manner
Ensure stock is stored in a safe and secure
manner
·
Ensure the store is maintained in an
orderly and clean condition at all time
based on best practices
Ensure the store is maintained in an
orderly and clean condition at all time
based on best practices
·
Prevent dangerous or careless practices in the
lifting and shifting of heavy items
Prevent dangerous or careless practices in the
lifting and shifting of heavy items
·
Implement safety/fire regulations in the store
Implement safety/fire regulations in the store
·
Prepare and submit monthly stock reports to Site
Administrator
Prepare and submit monthly stock reports to Site
Administrator
Qualifications, Skills and
Experience:
Experience:
·
The applicant must hold a bachelor’s degree in a
relevant area with a bias in procurement & logistics
The applicant must hold a bachelor’s degree in a
relevant area with a bias in procurement & logistics
·
At least three years’ experience in a similar
position in a busy organization
At least three years’ experience in a similar
position in a busy organization
·
Excellent interpersonal skills
Excellent interpersonal skills
·
Strong work-ethic and solid integrity
Strong work-ethic and solid integrity
·
Concern for quality and standards
Concern for quality and standards
·
Excellent communication and time management
skills
Excellent communication and time management
skills
·
Strong computer and word processing skills and
proficiency with a variety of software packages including Skype, Microsoft
Outlook, Word, and Excel.
Strong computer and word processing skills and
proficiency with a variety of software packages including Skype, Microsoft
Outlook, Word, and Excel.
·
Must have work authorization in Uganda
Must have work authorization in Uganda
How to Apply:
All suitably qualified and interested candidates should send their
applications online at the link below.
applications online at the link below.
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