Job Title: Administrative
& Procurement Officer
& Procurement Officer
Organization: Heifer
International
International
Duty Station: Kampala, Uganda
Reports to:
Country Director
Country Director
About US:
Heifer
International, an international not-for-profit organization founded in 1944 in
the United States of America, works with resource constrained families in 125
countries worldwide to develop innovative solutions to the underlying causes of
hunger, poverty and environmental degradation.
International, an international not-for-profit organization founded in 1944 in
the United States of America, works with resource constrained families in 125
countries worldwide to develop innovative solutions to the underlying causes of
hunger, poverty and environmental degradation.
Job Summary: The Administrative & Procurement Officer
will work with the country program team to judiciously and efficiently
implement the operational plans and targets including; supply chain,
procurement, logistics and fleet management in accordance with Heifer Project
International (HPI) policies/procedures and Donor requirements.
will work with the country program team to judiciously and efficiently
implement the operational plans and targets including; supply chain,
procurement, logistics and fleet management in accordance with Heifer Project
International (HPI) policies/procedures and Donor requirements.
Key Duties and Responsibilities:
Coordination of
procurement processes ensuring value for money and compliance (35%)
procurement processes ensuring value for money and compliance (35%)
•
Develop
annual procurement plan to guide procurement activities. Ensure that project
specific procurement plans align with the overall country plans.
Develop
annual procurement plan to guide procurement activities. Ensure that project
specific procurement plans align with the overall country plans.
•
Manage
the process of procuring goods and services and/or contracting in accordance
with (Heifer Project International) HPI procedures and Donor Requirements.
Manage
the process of procuring goods and services and/or contracting in accordance
with (Heifer Project International) HPI procedures and Donor Requirements.
•
Coordinate
the pre-qualification of suppliers/service providers.
Coordinate
the pre-qualification of suppliers/service providers.
•
Solicitation
of bids, analysis and presentation to the procurement committee in line with
HPI procurement policy & guidelines.
Solicitation
of bids, analysis and presentation to the procurement committee in line with
HPI procurement policy & guidelines.
•
Support
the procurement committee and project managers in the procurement process
through coordinating all procurement committee meetings, following upon
procurement requests, LPO and purchases
Support
the procurement committee and project managers in the procurement process
through coordinating all procurement committee meetings, following upon
procurement requests, LPO and purchases
Coordination and
management of fleet, logistics and ensuring timely delivery of goods &
services. (30%).
management of fleet, logistics and ensuring timely delivery of goods &
services. (30%).
•
Provide
logistical support for travels both to the field and out of the Country.
Provide
logistical support for travels both to the field and out of the Country.
•
Coordinate
fuel management including timely submission of fuel requests and
accountabilities.
Coordinate
fuel management including timely submission of fuel requests and
accountabilities.
•
Follow
up with managers and drivers to ensure fuel receipts and log book records are
submitted by end of the month
Follow
up with managers and drivers to ensure fuel receipts and log book records are
submitted by end of the month
•
Review
logbooks and prepare the monthly fuel consumption Report and notify management
on any anomaly.
Review
logbooks and prepare the monthly fuel consumption Report and notify management
on any anomaly.
Provide
administrative support for the smooth running of the Country Program
activities. (20%)
administrative support for the smooth running of the Country Program
activities. (20%)
•
Coordinate
country office meetings, conferences and workshops as well as accommodation and
entertainment arrangements for organization visitors and regional staff
including study tours.
Coordinate
country office meetings, conferences and workshops as well as accommodation and
entertainment arrangements for organization visitors and regional staff
including study tours.
•
Organize
and schedule travel arrangements for staff that are travelling out of the
Country, including ticket reservation, Hotel reservations and airport transfers.
Organize
and schedule travel arrangements for staff that are travelling out of the
Country, including ticket reservation, Hotel reservations and airport transfers.
•
Spearhead
organizing Quarterly Program and Staff General Meetings.
Spearhead
organizing Quarterly Program and Staff General Meetings.
Ensure effective
records and Information Management. Including dissemination of reports required
to managers, projects, donors and HQ (10%)
records and Information Management. Including dissemination of reports required
to managers, projects, donors and HQ (10%)
•
Maintain
and update project databases including documents in hard /soft copy formats on
project files and ensure that records are up to date, filed and archived.
Maintain
and update project databases including documents in hard /soft copy formats on
project files and ensure that records are up to date, filed and archived.
•
Others:
May perform other job-related
responsibilities as assigned (5%)
Others:
May perform other job-related
responsibilities as assigned (5%)
Qualifications, Skills and Experience:
•
The
ideal candidate must hold a Bachelor’s degree in Logistics, Procurement,
Administration or business studies from recognized college or university with
at least two (2) years’ relevant work experience
The
ideal candidate must hold a Bachelor’s degree in Logistics, Procurement,
Administration or business studies from recognized college or university with
at least two (2) years’ relevant work experience
•
Previous
experience in working with international organizations.
Previous
experience in working with international organizations.
•
Basic computer
skills, writing and analytical skills is required.
Basic computer
skills, writing and analytical skills is required.
•
Post-graduate
Diploma or part qualification of a professional course in logistics or
procurement is an added advantage with at least two (2) years’ relevant
experience in administrative support or similar employment
Post-graduate
Diploma or part qualification of a professional course in logistics or
procurement is an added advantage with at least two (2) years’ relevant
experience in administrative support or similar employment
•
Excellent
organizational and administrative skills.
Excellent
organizational and administrative skills.
•
Knowledge
of word processing, spreadsheets, database and electronic mail software
(Microsoft preferred).
Knowledge
of word processing, spreadsheets, database and electronic mail software
(Microsoft preferred).
•
Strong
English language skills – oral and written.
Strong
English language skills – oral and written.
•
Good
communication and interpersonal skills.
Good
communication and interpersonal skills.
•
Team
player and bridge- builder with demonstrated ability to collaborate across
multiple levels, project participant, partners, government agencies,
institutions, Heifer senior leadership.
Team
player and bridge- builder with demonstrated ability to collaborate across
multiple levels, project participant, partners, government agencies,
institutions, Heifer senior leadership.
•
Confident
in and experience with the use of technology in development.
Confident
in and experience with the use of technology in development.
•
Demonstrated
ability to work collaboratively and effectively with colleagues and
stakeholders
Demonstrated
ability to work collaboratively and effectively with colleagues and
stakeholders
•
Strong
writing and presentation skills for a variety of audiences including donor
reporting and materials for publications.
Strong
writing and presentation skills for a variety of audiences including donor
reporting and materials for publications.
How to Apply:
All candidates
should apply online at the link below.
should apply online at the link below.
Deadline: Friday, 26th April, 2019
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