Procurement and Administration Officer NGO Jobs – Job Connect

Organisation: Job Connect
(NGO)
Duty Station: Kampala,
Uganda
Reports to: Finance Manager
About US:
Job Connect is one of the Uganda’s leading permanent & contractual
recruitment consultancies. Established in 2004, we have grown to our current
position by providing multi-sector recruitment services across the Eastern
African region with presence in Tanzania, Rwanda and Southern Sudan. Our
industry sectors include manufacturing, telecom, financial institutions and
hospitality among others.  They are recruiting
for a valuable client, an NGO a global organization started in 1961 as a
conservation organization and to date, it operates in over 100 countries around
the world. And it evolved from localized efforts in favor of single species and
individual habitats to an ambitious strategy to preserve biodiversity and
achieve sustainable development.
Job Summary: The Procurement
and Administration Officer will be mainly responsible for coordinating
procurement and office administrative services related activities, including
assets, insurance and facilities management.
Key Duties and
Responsibilities:  
Procurement:
  • Develop a coherent procurement master plan
    to guide procurement activities for all departments and projects of the
    Country office for the year. This includes but is not limited to goods and
    services such as workshops venues, office items, IT equipment and related
    accessories, consultants etc.
  • As a committee member, participate in the
    selection/use of pre-qualified suppliers; vendor rating to ensure fair
    vendor selection for all procurement processes per the set thresholds
  • Receive and check for clarity and approval
    of all procurement requests from various departments
  • The jobholder will prepare bid proposals,
    RFQs and tender documents for approval before circulation.
  • Coordinate receipt of quotations from
    suppliers
  • Analyze quotations and prepare bid
    analysis as per procurement guidelines
  • As a member of the procurement and
    disposal committee, prepare minutes and reports of discussions and
    decisions held;
  • Raise Local Purchase Orders and contracts for
    approval
  • Work in close conjunction with the
    requester, receive and verify the deliveries of orders from suppliers
    within the recommended time frame;
  • Ensure all procurements are thoroughly
    documented in agreed format an d filed within the right time frame
  • Maintain a supplier database
  • Manage communication with suppliers and
    staff to facilitate smooth implementation of procurement procedures.
Administration:
  • Insurance administration for motor
    vehicles and other fixed assets in liaison with the Insurance firms.
  • Verify physical inventory and stock by
    conducting spot checks periodically and investigating discrepancies.
  • Maintain an up to date and accurate asset
    register.
  • Supervise outsourced services such as
    cleaning, security, and gardening.
  • Oversee maintenance of assets, equipment
    and machines as needed such as office generator, water supply, electrical
    installations, gardening, security and sewerage systems
  • Coordinate timely disposal of old and
    obsolete office equipment and assets, as per guidelines on disposal
  • Ensure proper allocation, maintenance and
    utilization of equipment and office furniture especially those in the
    common areas;
  • Maintain proper record keeping in regard
    to billings, service contracts and ensure that queries/anomalies are dealt
    with
  • Act as the custodian of the Office keys,
    to ensure the office is opened on time and properly closed at the end of
    the work day, following the relevant requirements for office safety and
    security.
  • Ensure compliance with all safety and
    health procedures and requirements
  • Supervise the drivers and support staff.



Qualifications, Skills and
Experience: 
  • The applicant should hold a Bachelor’s
    degree in any business related field with a specialization or bias in
    Procurement and CIPS qualification.
  • A minimum of four years of progressive
    relevant on job experience, preferably in a busy NGO setting.
  • Excellent interpersonal skills with the
    ability to develop and maintain strong cross-cultural professional
    relationships
  • High degree of accountability
  • Excellent organisational and coordination
    skills
  • Team player with strong interpersonal
    skills
  • High level of professionalism, maturity
    and integrity when dealing with sensitive information and issues
  • Willingness to adhere and commit to
    organisation’s values
How to Apply:
All suitably qualified and interested should email their application
letters and detailed CVs, telephone contacts and addresses of at least 3
referees to the Human Resource Manager, clearly indicating the job title in the
subject line to: application@jobconnect.co.ug 
Deadline: 22nd September 2017 by
5.00p.m.
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