Diploma USAID Project Jobs – Administrative Assistant / Procurement Officer – Abt Associates

 

Job Title:    Administrative Assistant /
Procurement Officer

Organization:  Abt Associates

Duty Station:  Kampala,
Uganda

 

About US:

Abt Associates is an engine for social impact, fueled by caring,
curiosity and cutting-edge research that moves people from vulnerability to
security. Whether it’s welfare or weather disasters, the environment or
economics, agriculture or HIV and AIDS, we address the world’s most pressing
issues.

 

Job Summary:  The Administrative
Assistant / Procurement Officer supports the procurement and administrative
functions of the VectorLink project in Uganda.

 

Key Duties and Responsibilities:  

·       
Assists
in the management of local procurements, customs clearance procedures,
inventory control, and the logistics functions of the project

·       
Maintains
strict compliance with US-government policies and procedures

·       
Create
purchase orders in Quicken, scanning and uploading all documentation

·       
Assist
in receiving and tracking procured/acquired assets

·       
Update
and maintain an accurate Inventory tracker

·       
Assist
with the preparation of Request for Quotations (RFQ) and Requests for Proposals
(RFP)

·       
Assist
in the preparation of Purchase Orders and Contracts for commodities

·       
Planning
and coordinating procurement of goods and services

·       
Consult
with and educate departments about sourcing strategies, supplier outreach and
procurement processes/requirements

·       
Property
Administration – Tag and track assets and controllable assets project-wide,
handle moving and storage needs for all departments, ensuring compliance with
records retention requirements of the program

·       
Resolve
issues related to delivered goods, using initiative, liaising with all parties
and following standard processes, to ensure timely and accurate resolution of
problems

·       
Book and
track accommodation in collaboration with project staff

·       
Assist
in planning logistics for meetings/seminar/trainings, providing the location
and materials, as well as supervising the process of paying per diem and snacks/meals

·       
Assist
and lead, if delegated by Procurement manager, in performing procurements,
including identifying reliable service providers, evaluating quotes, preparing
the bid analysis, giving recommendations after approval, requesting invoices

·       
Maintain
and update monthly inventory lists, excluding the warehouse that will be
controlled by the Program & Logistics Coordinator

·       
Ensure
the proper use of goods, materials, and equipment at the office

·       
Control
stock of office supplies ensuring a timely and proper preparation of
procurement plans for the office and project

·       
Monitor
and forecast upcoming levels of demand and track inventory levels

·       
Keep
records of all documents received

·       
Manage
the transport of goods to field sites

·       
Book and
track accommodation of VL Uganda employees

·       
Assist
in planning logistics for meetings/seminar/trainings, providing the location
and materials, as well as coordinates process of paying per diem and
snacks/meals.

·       
Handle
the process of filling in logbooks by drivers and summarize in Excel for
tracking fuel usage.

·       
Assist
drivers in the process of completing Timesheets and completing travel advance
and Travel Expense Reports.

·       
Perform
general clerical duties to include but not limited to: photocopying, mailing,
and filing.

·       
Sign for
and distribute UPS/Fed Ex/DHL Skynet 
packages;

·       
Responsible
for purchase office furniture and office supplies.

·       
Coordinate
and maintain records for staff office space, phones, parking, company office
keys.

·       
Purchase
of tickets and some payments

·       
Manage
petty cash for the office

·       
Book
taxis, couriers, hotels etc.

 




Qualifications, Skills and Experience:

·       
The
ideal candidate must hold a Diploma in Logistics, Business, Management,
Administration, or other relevant field; Bachelor degree is preferred

·       
At least
three years of relevant professional experience, with significant experience in
procurement and administrative duties

·       
Experience
on USAID-funded development programs with high volume of procurement and
thorough knowledge of Federal and AID Acquisition Regulations (FARs and AIDARs)
is highly desired. Strong knowledge of USAID rules and regulations as they
relate to procurement

·       
Excellent
organizational, interpersonal communication and computer skills

·       
Experience
with USAID and donor projects is highly desirable

·       
Demonstrated
experienced in computer skills (able to run programs such as Microsoft word,
Excel)

·       
Demonstrated
command of English required

·       
Experience
and knowledge of Federal and AID Acquisition Regulations (FARs and AIDARs) is
desirable

 

How to Apply:

All candidates
should apply online at the link below.

 

Click
Here

 

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

 

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