Procurement Assistant Non-profit Jobs – African Field Epidemiology Network (AFENET)

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Job Title:    Procurement Assistant 

Organisation: African Field Epidemiology Network (AFENET)

Duty Station:  Kampala, Uganda

Reports to: Senior Procurement Officer

 

About US:

Established in 2005, African Field Epidemiology Network (AFENET) is a non-profit networking and service alliance of Field Epidemiology (and Laboratory) Training Programs (FELTPs) and other applied epidemiology training programs. AFENET has operations in over 31 countries in Sub-Saharan Africa and 5 countries in the Caribbean region. AFENET is dedicated to helping Ministries of Health in Africa build strong, effective, sustainable programs and capacity to improve public health systems on the African continent. The network’s goal is to strengthen field epidemiology and public health laboratory capacity to contribute effectively to addressing epidemics and other major public health problems in countries where we operate. AFENET has its headquarters in Kampala, Uganda.

 

Job Summary:  Reporting to the Senior Procurement Officer, the Procurement Assistant will provide support for timely procurement of goods and services in accordance with AFENET policy guidelines which will guarantee timely acquisition of goods, works and services.

 

Key Duties and Responsibilities:  

  • Provide support for timely preparation of specifications, terms of reference and statement of requirements in liaison with user departments
  • Guide staff on methods of cost estimates and overall procurement process
  • Respond to vendor and client questions.
  • Provide assistance in designing and issuing of Requests for Quotations (RFQs) or Requests for Proposals (RFPs)
  • Support the bids evaluation process in liaison with the procurement committee and users
  • Verify deliveries for quality and quantity certification in liaison with the users and stores personnel
  • Assist in monitoring of contractor and vendor performance to ensure compliance with the requirements, all terms and conditions
  • Provide assistance during periodical inventory and asset audits
  • Ensure follow up of all purchase requisitions and ensure offers to vendors are processed and payments made to the suppliers and vendors
  • Assist in preparation of regular and timely procurement reports; and
  • Participate in the stock taking process.
  • Assist the Senior Procurement Officer in the coordination of procurement activities and ensure that the procurement guidelines are observed and adhered to at all stages of procurement process.
  • Support end users to compile procurement requirements and maintain a procurement register.
  • 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 (Prequalification, vendor evaluation, expression of interest, quotations, bids and proposals) and ensuring adherence to procedures and guidelines.
  • Provide Finance department with the requisite procurement documentation for effecting payment to service providers.
  • Assist in the contract management process through monitoring of orders for supplies, goods and works, monitoring progress and delivery schedules and identifying any shortcomings in delivery, cost, quality and contract management
  • 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.
  • Assist in the Post Procurement Reviews (PPR) exercises/Procurement Audits, and follow up implementation of PPR/Audit recommendations
  • Assist the Senior Procurement Officer to prepare, update and maintain the Fixed Assets Register
  • Perform any other duties as may be assigned by the supervisor from time to time




Qualifications, Skills and Experience:

  • The applicant must hold a Bachelor’s Degree in Procurement & Logistics Management, Business Administration, Management, Finance or equivalent.
  • A post graduate qualification in procurement (Diploma in Procurement, CIPS or equivalent)
  • Three years progressively responsible experience in procurement.
  • A mature and committed person with excellent interpersonal skills and a fast learner.
  • Proficiency in English language both written and oral is required
  • Knowledge of French and/or Portuguese language will be an added advantage.
  • Excellent Computer skills required; Ms-Excel, MS-Word, PowerPoint, MS-Project, SharePoint, etc.
  • Ability to work respectfully and inclusively in a diverse, multicultural, multidisciplinary work environment.
  • Experience with procurement in donor funded projects is desired.
  • Ability to uphold and respect procurement ethics and to conduct activities with integrity.
  • A team player who demonstrates patience, flexibility and honesty.
  • Ability to meet strict deadlines and work long hours when required.
  • A self-starter, who can plan and manage his/her own work, takes initiative

 

How to Apply:

Submit your resume, application letter, and relevant documentation to:

The Administration & Human Resource Office

African Field Epidemiology Network (AFENET)

https://recruitment.afenet.net and a copy on email: sec@afenet.net

 

NB: ONLY successful candidates shall be contacted for an interview.

 

Deadline: 10th October 2022 by 5:30 pm (EAT)

 

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