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Job Title:    Procurement Assistant

Organization:
Association for Strengthening Agricultural Research in Eastern and Central
Africa (ASARECA)

Duty Station:
Entebbe, Uganda

Reporting to:
 Operations Manager

About US:

The Association for
Strengthening Agricultural Research in Eastern and Central Africa (ASARECA) is
a nonprofit sub-regional organization of the National Agricultural Research
Systems (NARS) of twelve countries: Burundi, Democratic
Republic of Congo, Eritrea, Ethiopia, Kenya, Madagascar, and Republic of the
Congo, Rwanda, South Sudan, Sudan, Tanzania and Uganda. The core function of
the Association is coordinating and convening human, physical, financial and
institutional capital to implement Agricultural Research for Development (AR4D)
initiatives in the Eastern and Central Africa.

Job Summary:  The Procurement Assistant will provide support
for timely implementation of the procurement process in accordance to the
procurement plan which will guarantee timely acquisition of goods, works and
services guided by the applicable provisions of the ASARECA Operations Manual. The assignment shall
initially be for a period of two years, renewable subject to satisfactory
performance and continued need.

Key Duties and Responsibilities: 

·       Support the Procurement Consultant in the
Coordination Function for all the procurement activities in the Secretariat and
ensure that the procurement guidelines are observed and adhered to at all
stages of procurement process.

·        Support implementing departments/units to
compile procurement requirements and maintain a procurement register

·       Verify and make available documentation
relating to procurement and disposal activities of the organization for easy
use by all interested parties

·       Support the development, preparation and
update of Procurement and Disposal Plan by the beneficiary Departments/Units,
and monitor their implementation in close liaison with supervisor

·       Verify that Procurement requests are in
accordance to the approved Procurement Plan.

·       Work closely with Beneficiary
Departments/Units to ensure that Terms of Reference or Technical Specifications
are obtained in a timely manner

·       Participate in the preparation of bidding
documents, request for proposals, consultant’s shortlists and other documents
based on relevant procedures for the procurement of goods, Works and on
consultant services and for the selection of consulting services,

·       Manage issuance, receipt and opening of bids
expressions of interest and proposals from potential service providers,
contractors and suppliers

·       Assist in organizing pre-bid or pre-proposal
meetings and negotiation meetings.

·       Participate in Evaluation exercises
(Expression of Interest, Quotations, Bids and Proposals) and ensuring adherence
to procedures and guidelines

·       Prepare timely submissions for
consideration/approval by the Procurement Committee

·       Provide to the Finance department procurement
documentation necessary for effecting payment to service providers of the
organization.

·       Support the contract management through
monitoring orders of supplies, goods and works, progress and delivery schedules
and pointing out any shortcomings( in delivery, cost, quality and contract administration)
to the Procurement Consultant

·       Prepare for review by the Procurement
Consultant the procurement progress reports, procurement monthly reports and procurement
quarterly reports

·       Maintain complete procurement files and
records including all correspondence related to procurement activities and
ensure that the records are safeguarded and properly kept for future reference.

·       Under the Supervision of the Procurement
Consultant, participate in preparation of draft contract agreements for
Procurement Committee’s clearance and No Objection where necessary

·       Under the Supervision of the Procurement
Consultant, assist in facilitating the Post Procurement Reviews (PPR)
exercise/Procurement Audits, and follow up implementation of PPR/Audit
recommendations

·        Assist
the Procurement Consultant to Prepare, update and maintain the Contract
Register

·       Report immediately to the Operations manager
any noted Fraud and Corruption or Governance issues involving Staff, Bidders or
Consultants.

·        Perform any other duties as may be assigned by
the supervisor from time to time

Qualifications, Skills and Experience:

·       The ideal candidate must hold a Bachelor’s
Degree in Procurement & Logistics Management, Business Administration,
Management or Finance.

·       At least three years progressively responsible
experience in procurement

·       Working knowledge of procurement management
in donor financed projects.

·       Good working knowledge of MS 365 (Word &
Excel), MS teams and SharePoint, email application etc

·       Able to uphold and respect procurement ethics
and to conduct activities with integrity

·       A team player who demonstrates patience,
flexibility and honesty

·        Be
willing and able to meet tight deadlines and including working long hours when
required.

·       A self-starter, who is able to plan and
manage his/her own work, takes initiative and strives to meet deadlines.

·       Be able to work in a multicultural
environment.

How to Apply:

All interested
applicants should submit application including detailed CV and names and
contact addresses of 3 referees to the attention: Head, Human Resource and
Administration, ASARECA Secretariat, P.O. Box 765 Entebbe, Uganda. (
hr@asareca.org )

Deadline: 20^th July 2020 by 5:00 pm

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