Job
Title: Procurement
Officer
Title: Procurement
Officer
Organization: CARE
International
International
Duty Station:
Kampala, Uganda
Kampala, Uganda
About US:
CARE International
is a leading global development and humanitarian organization. In 2014, CARE
worked in 90 countries around the world, supporting 880 poverty-fighting
development and humanitarian aid projects, reaching more than 72 million
people. CARE International in Uganda (CARE) works with others to make a
sustainable improvement in the lives of the very poor, with a focus on women
and girls. Our current program focusses on women and girls’ economic rights,
particularly financial inclusion and governance of natural resources women and
girls depend upon, and on their sexual and reproductive health rights,
including a life free of violence. Our programming is guided by our core values
of excellence, accountability, respect, integrity and transparency.
is a leading global development and humanitarian organization. In 2014, CARE
worked in 90 countries around the world, supporting 880 poverty-fighting
development and humanitarian aid projects, reaching more than 72 million
people. CARE International in Uganda (CARE) works with others to make a
sustainable improvement in the lives of the very poor, with a focus on women
and girls. Our current program focusses on women and girls’ economic rights,
particularly financial inclusion and governance of natural resources women and
girls depend upon, and on their sexual and reproductive health rights,
including a life free of violence. Our programming is guided by our core values
of excellence, accountability, respect, integrity and transparency.
Job Summary:
The Procurement Officer will implement CARE Uganda’s procurement policy and
processes while ensuring timely, cost effective acquisition of goods and
services that results in added value to CARE Uganda by meeting the standards of
international best practice, CARE USA operations manual and Uganda’s
regulations.
The Procurement Officer will implement CARE Uganda’s procurement policy and
processes while ensuring timely, cost effective acquisition of goods and
services that results in added value to CARE Uganda by meeting the standards of
international best practice, CARE USA operations manual and Uganda’s
regulations.
Key Duties and Responsibilities:
Coordinate and
manage the procurement planning process for the CARE Kyangwali office ensuring
that all needs are identified, budgeted and planned for purchase in a timely
manner.
manage the procurement planning process for the CARE Kyangwali office ensuring
that all needs are identified, budgeted and planned for purchase in a timely
manner.
·
Participating
in operational planning for the field
office to ensure procurement planning is included.
Participating
in operational planning for the field
office to ensure procurement planning is included.
·
Collating
procurement requests into a plan that will result in most cost-effective
purchasing
Collating
procurement requests into a plan that will result in most cost-effective
purchasing
·
As a
member of the Procurement Committee, preparing all necessary documentation for
tender evaluation meetings
As a
member of the Procurement Committee, preparing all necessary documentation for
tender evaluation meetings
·
Keeping
users informed concerning the status of procurement requests and anticipated
delivery times, especially in the case of delays or problems
Keeping
users informed concerning the status of procurement requests and anticipated
delivery times, especially in the case of delays or problems
·
Reviewing
and updating the approved suppliers list to ensure that the database on the
existing and potential sources for procurement of the items and services
required by the sub office are up-to- date.
Reviewing
and updating the approved suppliers list to ensure that the database on the
existing and potential sources for procurement of the items and services
required by the sub office are up-to- date.
Coordinate and
monitor the Pre-Qualification, Evaluations and Vendor Management process
ensuring that the best and qualified suppliers are identified to deliver goods
and services to CARE Uganda.
monitor the Pre-Qualification, Evaluations and Vendor Management process
ensuring that the best and qualified suppliers are identified to deliver goods
and services to CARE Uganda.
·
Liaising
with the project managers and event organizers to collate their requirements
and needs so as to be specific while compiling request for Quotations.
Liaising
with the project managers and event organizers to collate their requirements
and needs so as to be specific while compiling request for Quotations.
·
Taking
the lead in the development and preparation of the bid documents to ensure that
the most technical and financial sound supplier is identified to provide
services to the sub office
Taking
the lead in the development and preparation of the bid documents to ensure that
the most technical and financial sound supplier is identified to provide
services to the sub office
·
Participating
in the pre-qualification and selection of suitable competitive suppliers that
will result is technically competent suppliers work with CARE Uganda
Participating
in the pre-qualification and selection of suitable competitive suppliers that
will result is technically competent suppliers work with CARE Uganda
·
Coordinating
the feedback and communication to all bidders ensuring an effective and
transparent system that communicates positive and or constructive feedback to
the bidders in a timely manner
Coordinating
the feedback and communication to all bidders ensuring an effective and
transparent system that communicates positive and or constructive feedback to
the bidders in a timely manner
·
Conducting
market surveys to identify supply source of items , evaluation of the
quotations, negotiating with suppliers
Conducting
market surveys to identify supply source of items , evaluation of the
quotations, negotiating with suppliers
·
Providing
evaluation reports to management that demonstrates a transparent and effective
/ efficient procurement process
Providing
evaluation reports to management that demonstrates a transparent and effective
/ efficient procurement process
·
Reviewing
and analysing supplier performance against LPO / requirements to establish
relevance and performance so as to provide performance feedback to both CARE
Uganda and the supplier.
Reviewing
and analysing supplier performance against LPO / requirements to establish
relevance and performance so as to provide performance feedback to both CARE
Uganda and the supplier.
Ensure that all
procurement purchases are made from qualified suppliers and in a timely manner
as defined in CARE Uganda procurement policy.
procurement purchases are made from qualified suppliers and in a timely manner
as defined in CARE Uganda procurement policy.
·
Placing
orders for goods, works and services and following up to ensure timely and
accurate delivery.
Placing
orders for goods, works and services and following up to ensure timely and
accurate delivery.
·
Develop
and place the required adverts in the
newspapers for all procurement requests as and when required
Develop
and place the required adverts in the
newspapers for all procurement requests as and when required
·
Consulting
with internal customers in order to fully understand their requirements,
advising them as appropriate
Consulting
with internal customers in order to fully understand their requirements,
advising them as appropriate
·
Analysing
cost: benefits and supporting clients to make appropriate purchasing decisions
Analysing
cost: benefits and supporting clients to make appropriate purchasing decisions
·
Purchasing
goods and services, completing all documentation according to CARE’s
procedures; passing all contracts to the Administration Manager for
verification and approval
Purchasing
goods and services, completing all documentation according to CARE’s
procedures; passing all contracts to the Administration Manager for
verification and approval
·
When
applicable ensuring that bills are reconciled (eg.utilities, courier etc);
initiating payment if the bill is accurate and negotiating with suppliers if
not.
When
applicable ensuring that bills are reconciled (eg.utilities, courier etc);
initiating payment if the bill is accurate and negotiating with suppliers if
not.
Manage and maintain
all required procurement documentation
ensuring that its filed ( soft and hard copies), accurately referenced and
stored for easy access.
all required procurement documentation
ensuring that its filed ( soft and hard copies), accurately referenced and
stored for easy access.
·
Set up
and file all supplier information, hard and soft copy, to enable easy access
when required
Set up
and file all supplier information, hard and soft copy, to enable easy access
when required
·
File all procurement communications and
correspondence for reference when required
File all procurement communications and
correspondence for reference when required
·
File all
procurement documents and maintaining proper record of purchases made
File all
procurement documents and maintaining proper record of purchases made
·
Producing
accurate, timely and concise management reports, highlighting where action
needs to be taken:
Producing
accurate, timely and concise management reports, highlighting where action
needs to be taken:
·
Procurement Status Report (weekly)
Procurement Status Report (weekly)
·
Lease
Status Report when applicable (Quarterly)
Lease
Status Report when applicable (Quarterly)
·
Liaise
with accountable managers to ensure they fully understand the reports; speedily
incorporating any feedback into the final report.
Liaise
with accountable managers to ensure they fully understand the reports; speedily
incorporating any feedback into the final report.
Qualifications, Skills and Experience:
·
The
ideal candidate must hold a Degree in Procurement
The
ideal candidate must hold a Degree in Procurement
·
CIPS
qualified
CIPS
qualified
·
MS
Office Skills
MS
Office Skills
·
3-5
years’ experience in a medium sized organisation.
3-5
years’ experience in a medium sized organisation.
·
Knowledge
of administrative, budgetary, procurement procedures
Knowledge
of administrative, budgetary, procurement procedures
·
Strong
negotiation, problem solving analytical skills
Strong
negotiation, problem solving analytical skills
·
Pay
attention to detail.
Pay
attention to detail.
·
Concentrate
on all aspects of a task, commitment to achieving high quality results and
value for money
Concentrate
on all aspects of a task, commitment to achieving high quality results and
value for money
·
Ability
to develop solutions to problems as they arise
Ability
to develop solutions to problems as they arise
·
Ability
to prioritize own workload in a high pressure environment
Ability
to prioritize own workload in a high pressure environment
·
Strong
Communication Skills (Oral and Written)
Strong
Communication Skills (Oral and Written)
·
Strong
supervision and people skills
Strong
supervision and people skills
·
Building
Effective Teams
Building
Effective Teams
·
Integrity
& Results
Integrity
& Results
·
Customer
Focus
Customer
Focus
·
Drive
for Results
Drive
for Results
·
Dealing
with Paradox
Dealing
with Paradox
·
Learning
on the fly
Learning
on the fly
·
Negotiating
Negotiating
·
Cross
cultural Sensitivity
Cross
cultural Sensitivity
How to Apply:
All applicants are
encouraged to send their application letters clearly articulating alignment
with the above profile and an updated detailed (CV) giving day time telephone
contacts and names and addresses of 3 (three) work related referees to
[email protected]
encouraged to send their application letters clearly articulating alignment
with the above profile and an updated detailed (CV) giving day time telephone
contacts and names and addresses of 3 (three) work related referees to
[email protected]
Deadline: 14th December 2018
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