Job Title: Procurement Assistant
Organisation: Action Against
Hunger (ACF)
Hunger (ACF)
Duty Station: Uganda
About US:
Action Against Hunger (ACF) is an International Humanitarian NGO which
has been in existence for over thirty years. ACF has been implementing Food
Security and Livelihoods, Nutrition, Water, Sanitation and Hygiene programs in
the Lango, Acholi, West Nile and Karamoja regions of Northern Uganda.
has been in existence for over thirty years. ACF has been implementing Food
Security and Livelihoods, Nutrition, Water, Sanitation and Hygiene programs in
the Lango, Acholi, West Nile and Karamoja regions of Northern Uganda.
Job Summary: The Procurement
Assistant will assist the Base Logistician in all procurement activities within
the Yumbe base office. Throughout the procurement process, he/she will prepare
and collect all documentation whilst ensuring compliance with Action Against
Hunger procedures, liaise with suppliers on daily basis, assist in conducting
market assessments, request quotations, evaluate supplier bids and follow up on
procurement authorization, delivery schedules and supplier payments.
Assistant will assist the Base Logistician in all procurement activities within
the Yumbe base office. Throughout the procurement process, he/she will prepare
and collect all documentation whilst ensuring compliance with Action Against
Hunger procedures, liaise with suppliers on daily basis, assist in conducting
market assessments, request quotations, evaluate supplier bids and follow up on
procurement authorization, delivery schedules and supplier payments.
Key Duties and
Responsibilities:
Responsibilities:
To be able to undertake Procurement activities based on the priority of
the department as advised by Base Logistician/Field Coordinator
the department as advised by Base Logistician/Field Coordinator
·
Obtain quotations for services or items required
at the base.
Obtain quotations for services or items required
at the base.
·
Conduct small purchases and prepare related
procurement documents
Conduct small purchases and prepare related
procurement documents
·
Ensure correct filing and archiving of
Procurement Dossiers
Ensure correct filing and archiving of
Procurement Dossiers
·
Tasked with scanning, printing, photocopying of
procurement and delivery documents
Tasked with scanning, printing, photocopying of
procurement and delivery documents
·
Participate in Paper-based archiving of
Procurement Dossiers for Yumbe base office.
Participate in Paper-based archiving of
Procurement Dossiers for Yumbe base office.
·
Electronic archiving of Procurement Dossiers for
the base
Electronic archiving of Procurement Dossiers for
the base
·
Update the PFU on a weekly basis and circulate
to all concerned every Fridays of the week
Update the PFU on a weekly basis and circulate
to all concerned every Fridays of the week
Support Logistics Supply Chain:
·
Receive and process Purchase Requests (PR) on
reception frequencies;
Receive and process Purchase Requests (PR) on
reception frequencies;
·
Participate and Provide support in market
analysis to update the supplier data base
Participate and Provide support in market
analysis to update the supplier data base
·
Ensure best available prices & quality,
collect quotations, suppliers’ references;
Ensure best available prices & quality,
collect quotations, suppliers’ references;
·
Monitor deliveries to the
department/bases/programs
Monitor deliveries to the
department/bases/programs
·
Prepare request for quote, prepare assessment
table and get approval according to Action Against Hunger standard procedures;
Prepare request for quote, prepare assessment
table and get approval according to Action Against Hunger standard procedures;
·
Coordinate with suppliers during the delivery of
the goods and services in readiness for delivery
Coordinate with suppliers during the delivery of
the goods and services in readiness for delivery
·
Ensure all purchasing dossiers are complete and
properly filled before archiving
Ensure all purchasing dossiers are complete and
properly filled before archiving
·
The Procurement Assistant will also deliver and
pick up logistics documents to and from the different offices
The Procurement Assistant will also deliver and
pick up logistics documents to and from the different offices
·
Consolidate and update the price catalogue for
Yumbe base office on a regular basis.
Consolidate and update the price catalogue for
Yumbe base office on a regular basis.
Supervision of Delivery issues:
·
Ensure quality & quantity control of
deliveries
Ensure quality & quantity control of
deliveries
·
Ensure packaging and transportation to project
sites is accurate and documented. Collect all signed copies of Delivery Notes
and invoices to facilitate the payment process and follow up with the field to
get the Reception notes for the items sent to the various project sites. Ensure
coordination with the relevant program manager before delivery of the items
(reception/storage plan).
Ensure packaging and transportation to project
sites is accurate and documented. Collect all signed copies of Delivery Notes
and invoices to facilitate the payment process and follow up with the field to
get the Reception notes for the items sent to the various project sites. Ensure
coordination with the relevant program manager before delivery of the items
(reception/storage plan).
·
Ensure all documentation is existing, updated,
are properly filed and filled in folders before archiving
Ensure all documentation is existing, updated,
are properly filed and filled in folders before archiving
Reporting:
·
Update and provide Procurement Follow Up (PFU)
on behalf of line manager on a weekly basis when required.
Update and provide Procurement Follow Up (PFU)
on behalf of line manager on a weekly basis when required.
·
Update and provide the Supplier List on regular
basis to line manager
Update and provide the Supplier List on regular
basis to line manager
·
Update the Price catalogue consistently.
Update the Price catalogue consistently.
Additional responsibilities
·
The Procurement Assistant should be flexible and
adaptable with regards to the implementation of the daily work/activities
The Procurement Assistant should be flexible and
adaptable with regards to the implementation of the daily work/activities
·
The Procurement Assistant is expected to conduct
all duties in a professional manner following Action Against Hunger Uganda
mission staff regulations and charter
The Procurement Assistant is expected to conduct
all duties in a professional manner following Action Against Hunger Uganda
mission staff regulations and charter
Qualifications, Skills and
Experience:
Experience:
·
The ideal candidate for the Action Against
Hunger (ACF) Procurement Assistant job opportunity should hold a Bachelor’s
degree in Logistics or Procurement and Supply Chain Management. Knowledge and
experience in Information Communication Technology will be an added advantage.
The ideal candidate for the Action Against
Hunger (ACF) Procurement Assistant job opportunity should hold a Bachelor’s
degree in Logistics or Procurement and Supply Chain Management. Knowledge and
experience in Information Communication Technology will be an added advantage.
·
At least two years’ experience in procurement
and/or logistics in a similar position preferably in a fast paced emergency
organization.
At least two years’ experience in procurement
and/or logistics in a similar position preferably in a fast paced emergency
organization.
·
Strong computer skills in MS Office, especially
MS Excel
Strong computer skills in MS Office, especially
MS Excel
·
Strong organization skills and attention to
detail
Strong organization skills and attention to
detail
·
Strong communication skills
Strong communication skills
·
Strong negotiation skills
Strong negotiation skills
·
Professional level of English
Professional level of English
·
Ability to work in complex environment and can
bear the work load
Ability to work in complex environment and can
bear the work load
·
Previous experience working for NGOs is an
asset, particularly international and NGOs
Previous experience working for NGOs is an
asset, particularly international and NGOs
·
Fluency in one or more National/regional
languages is an asset
Fluency in one or more National/regional
languages is an asset
·
The deal candidate must be a resident of Yumbe
or willing to reside in Yumbe
The deal candidate must be a resident of Yumbe
or willing to reside in Yumbe
·
Ability to speak the local languages spoken in
Yumbe (Kakwa, Aringa, Kuku, Juba Arabic, Lugbara, Pojulu, Madi ) is will be an
added advantage.
Ability to speak the local languages spoken in
Yumbe (Kakwa, Aringa, Kuku, Juba Arabic, Lugbara, Pojulu, Madi ) is will be an
added advantage.
How to Apply:
All suitably qualified and interested candidates should send their
handwritten applications which should include ONLY a cover letter, CV (not more
than 4 pages) with at least three referees and a daytime telephone contract.
For email applications please note that attached documents should not be larger
than 2MBs. All documents should be zipped in one folder. Any email larger than
2MBs will not be considered. Please send your email application to:
[email protected] mentioning “Procurement Assistant Yumbe”
in the subject line.
handwritten applications which should include ONLY a cover letter, CV (not more
than 4 pages) with at least three referees and a daytime telephone contract.
For email applications please note that attached documents should not be larger
than 2MBs. All documents should be zipped in one folder. Any email larger than
2MBs will not be considered. Please send your email application to:
[email protected] mentioning “Procurement Assistant Yumbe”
in the subject line.
Deadline: 6th November 2017 by
5:00 PM
5:00 PM
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