Job Title: Procurement & Logistics Officer
Organisation: Protecting
Families Against HIV/AIDS (PREFA)
Families Against HIV/AIDS (PREFA)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Director –
Finance and Administration
Finance and Administration
About Us:
Protecting Families Against HIV/AIDS (PREFA) is an indigenous
Non-Governmental Organization (NGO) that was formed to contribute to Uganda’s
efforts in enhancing access to quality HIV/AIDS prevention, care, treatment,
and support services to families with a historical focus on Elimination of
Mother-to-Child Transmission (eMTCT) of HIV.
Non-Governmental Organization (NGO) that was formed to contribute to Uganda’s
efforts in enhancing access to quality HIV/AIDS prevention, care, treatment,
and support services to families with a historical focus on Elimination of
Mother-to-Child Transmission (eMTCT) of HIV.
Job Summary: The Procurement
& Logistics Officer will oversee the procurement and logistics function by
ensuring effective and efficient functioning of procurement and disposal
activities of PREFA and availability of required resources for program
implementation and administrative services.
& Logistics Officer will oversee the procurement and logistics function by
ensuring effective and efficient functioning of procurement and disposal
activities of PREFA and availability of required resources for program
implementation and administrative services.
Key Duties and
Responsibilities:
Responsibilities:
Procurement Management:
- Ensure PREFA procurement policies and
procedures are adhered to, participate in the review of procurement
policies and procedures. - Plan for required resources and organize
for their availability. - Oversee the process of supplier
pre-Qualification and prepare bid documents. - Procure equipment, goods and services.
- Regularly review specifications, terms of
reference and provide timely guidance and feedback to users. - Review purchase requisitions, request for
quotations, and summarize supplier quotations/proposals. - Prepare Local Purchase Orders for approved
procurement decisions within the defined threshold and implement
compliance with the Procurement Committee award decisions, terms and
conditions of tender. - Follow-up of the awarded local purchases
and delivery of goods and services. - Work in liaison with user departments and
stores on the delivery of goods. - Manage leases, contracts and agreements
for services and goods. - Prepare vendor payments and review
administration staff requisitions to ensure they are properly documented
and authorized. - Update and maintain a procurement tracker.
Logistics Management:
- Actively participate in developing, review
and updating operational procedures for PREFA. - Develop tools for monitoring of the
utilization of the organizational facilities and resources.
Asset Management:
- Maintain an inventory tracker; ensure all
bought items are engraved and properly registered in the tracker, asset
category are recorded in the asset register with the required information.
- Maintain an asset allocation and movement
tracking tool that ensures issued assets to staff and supported
districts/sites are accurately recorded, and records well kept. - Verify assets and office equipment on a
quarterly basis to ensure all resources are in good order, and optimally
utilized. - Maintain comprehensive insurance for
assets and equipment in accordance with the set policies.
Fleet Management & Supervision:
- Guide implementation of the organisation’s
travel policy/guidelines, vehicle usage and code of conduct to promote
efficient utilization of the organisation’s fleet of vehicles. - Review the travel reports drawn from the
fleet system by the administrative assistant, carry out investigations and
report to management. - Monitor the vehicle repair log that is
maintained by the senior driver to capture basic checks and faults on a
monthly basis. - Draw a weekly vehicle timetable to
adequately prepare transport booking for program teams and office running. - Review checks on completion of repairs
done by the Senior Driver before recommending payments for vehicle
maintenance. - Analyze vehicle status reports and cost
upkeep, provide recommendations on vehicle disposal and replacement.
Stores Supervision:
- Supervise the stores function; ensure
timely receipt of ordered goods and transport bookings for dispatch of
items to sites. - Work closely on incoming and outgoing
supplies, investigate any discrepancies and report to top management. - Guide periodic inventory counts; verify
monthly stock counts against stock cards and report any variance to
Director Finance and Administration. - Review Goods outward forms to monitor
dispatched goods and acknowledgement of receipt of goods by the
districts/sites, and to ensure documents are returned on time, duly signed
and excess supplies are returned to stores and logged correctly.
Qualifications, Skills and
Experience:
Experience:
- The ideal candidate for the PREFA
Procurement & Logistics Officer job placement should preferably hold a
Bachelor’s degree in Business Administration, Procurement and Logistics or
any other business related field. A Master’s degree in management is an
added advantage. - A minimum of two years’ experience in the
field of Procurement and logistics management with demonstrable knowledge
of Public Procurement Laws of Uganda PPDA guidelines and regulations, and
donor guidelines. - Excellent communication and interpersonal
skills - Good writing skills
- Keen attention to detail
- Good computer skills with proficiency in
Microsoft applications.
How to Apply:
All interested candidates should send a current detailed CV, application
letter, copies of testimonials and certificates; and three professional
references with telephone and email contacts to:
letter, copies of testimonials and certificates; and three professional
references with telephone and email contacts to:
The Executive Director,
Protecting Families Against HIV/AIDS (PREFA),
Plot 71, Lithuli Avanue Bugolobi,
P.O. Box 25769, Kampala, Uganda.
E-mail: [email protected]
Deadline: 5th July 2017
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