The Ugandan Jobline

Job Title:  Procurement and
Administration Officer

Organisation: Mott
MacDonald

Duty Station:
Uganda

About US:

 Mott MacDonald
is a leading, employee-owned global management, engineering and development
consultancy with £1 billion revenue and more than 14,000 staff working in 140
countries for both the public and private sectors. Our International
Development Services Unit, IDS, operates portfolios within the international
development sectors of Environment, Climate, Water, Roads, Rural & Urban
Development, Education, Health, Social and Economic Development in over 40
countries. Together we implement and manage projects in developing countries
and emerging economies around the world, supporting national governments and
municipalities in policy, planning, project design and delivery. We are
committed to support the United Nations Sustainable Development Goals and to
provide our expertise to improve the lives of people in need.

About SESIL Programme:

SESIL (Strengthening
Education Systems for Improved Learning), is a four-year education programme
designed to improve the quality and equity of measurable learning outcomes at
lower primary level in Uganda.  SESIL will do this by strengthening
the systems needed to manage and raise the performance of four key drivers of
learning outcomes: teachers, schools, districts, and assessment and
examinations.

Job Summary:  The Procurement and Administration Officer is
responsible for ensuring that all financial, operational and administrative
aspects of SESIL run effectively. The role holder will be required to do the
following in each area:

Key Duties and Responsibilities: 

Procurement

• Directly responsible for receiving procurement requisitions, sending
  out requests for proposals, quotations and expression of interest, and
  purchasing goods and services for the project.
• Directly responsible for ensuring that the procurement process,
  local office instructions (LOI) and STEP are strictly complied with and
  that value for money (VFM) is obtained through an open and fair
  competitive process – where value for money is defined in terms of the
  right quality, delivered in a timely manner and at the optimum whole life
  value.
• Directly responsible for preparing local purchase orders and
  supplier contracts based on MM standard T & C’s, contract management,
  performance and administration in compliance with MM policies and
  procedures.
• Actively develop and maintain relationship with suppliers that is
  mutually beneficial, long term and trust-based, and act responsibly, with
  integrity and be fair, honest and open in all commercial activities.
• Responsible for managing the database of suppliers known as the
  Approved Suppliers’ Register (ASR), as well as evaluating and managing
  their performance.
• Responsible for preparing procurement plans each phase of the
  project, producing forecasts and budgets in sync with technical work plans
  and overall business plans.
• Directly responsible for ensuring the timely settlement of all
  undisputed supplier invoices.

Events and
Logistics

• Supporting the Technical Team in the organisation of events,
  meetings and workshops;
• Administer finances at events, in accordance with Mott MacDonald
  Finance procedures, when required;
• Liaising with hotels and accommodation providers; Support in the
  effective mobilisation of international staff and sub-consultants coming
  from overseas, including: Communications with UK team members for support
  with visa applications, flight bookings, and security briefings;
• Management and timely communication of local arrangements such as
  airport transfers and hotel bookings;
• Supporting the development and regular update of welcome packs and
  induction information;
• Also support in the development of similar arrangements for managing
  mobilisation from overseas directly to the field.
• Support finance during workshops, meetings and conferences

Administration

• Supporting sub-consultants with their administration and other
  arrangements;
• Tasked with managing the mobile communications (project phones,
  phone credit, internet, etc);
• Maintain operations records in accordance with Mott MacDonald
  processes and procedures;
• Supporting in the ethics, transparency and accountability principles
  of the Programme and of Mott MacDonald;
• Directly responsibility for ensuring that company and programmes
  assets and inventory are tagged, stored, transferred or disposed
  correctly, and that a register and inventory record is maintained,
  up-to-date and accurate.
• Be proactive and responsive to performing any other duties and
  responsibilities as assigned by the Deputy Programme Manager or Senior
  Management Team.

Qualifications, Skills and Experience: 

• The ideal candidate should preferably hold a bachelor’s degree in
  Procurement and Logistics Management, Business Administration, Commerce or
  other related discipline from a recognized institution and preferably
  professional certification. 
• Previous experience in an operations and administrative role.
• Experience handling procurement challenges in Uganda and in
  negotiating contracts to ensure efficient use of resources;
• Excellent written and spoken communication skills in English;
• Willingness to be pro-active, responsive and flexible to the
  changing requirements of the project;
• Excellent IT skills and confidence in Outlook, MS Word, Excel and
  PowerPoint;
• Ability to coordinate various activities at the same time;
• Ability to work quickly and effectively under pressure;
• A team player with experience of working within team hierarchies and
  towards the common vision of a programme;
• Ability to liaise with UK-based staff in English by email and
  telephone.
• Other desirable competencies and experience
• Experience of working on donor-funded programmes in multi-national
  teams;
• Ability to draft invitation to bid, tenders, and request for
  quotations and proposal in English;
• Ability to draft contracts, processes and procedures in English.

How to Apply:

All suitably
qualified and interested candidates are invited to apply direct via the careers
website of Mott MacDonald at the web lick below. Please create an account and
submit a curriculum vitae and application letter.

Click
Here

Deadline: 31^st May 2019

For more of the
latest jobs, please visit https://www.theugandanjobline.com or
find us on our facebook page https://www.facebook.com/UgandanJobline

Related Jobs