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Job Title:   Procurement Assistant – Uganda (National)

Organisation: Church World Service (CWS)

Duty Station:  Kampala, Uganda

Reports to:  Procurement Officer

About US:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Job Summary:  The Procurement Assistant is responsible for the provision of accurate and timely support in administration of the procurement process, in compliance with the Procurement and Purchasing Manual and with the donor procurement standards. The position holder will be responsible for maintaining accurate records for the department.

Key Duties and Responsibilities:

Administration (40%)

• Assist in contract modifications to ensure the continued integrity of the contract terms and deliverables.
• Assist in drafting contracts, LPOs, modifications, work/task orders, and other contractual documents.
• Participate in annual procurement planning with the program team.
• Manage the procurement e-mail account, which includes organizing the inbox and creating folders for each procurement and maintaining anonymity.
• Guide staff on the appropriate procurement process based on expected monetary and authorization thresholds.
• Follow up with suppliers, as needed, to confirm or change orders.
• Advise staff on the timing and timeliness of the procurement process to ensure goods/services are procured as quickly as possible.
• Track orders and ensure timely delivery.
• Track procurements through the process using a tracking sheet.
• Liaise with warehouse staff to ensure all products arrive on time and in good condition.

Data Management (30%)

• Ensure proper recording and custody of all procurement documents.
• Ensure that information related to individual procurements is consistent, accurate, synchronized, and adequately documented.
• Maintain updated records of invoices and contracts.
• Keep the procurement tracker updated and timely.
• Assist in conducting market research to identify pricing trends.

Compliance (25%)

• Follow the Church World Services procurement process maintaining compliance with donor procurement standards.
• Follow appropriate protocol for reporting suspected internal controls violations.

Additional Responsibilities (5%)

• Any other duties as assigned.

Qualifications, Skills and Experience:

• The applicant should at least hold a Diploma in Procurement or related field required.
• A minimum of three (3) years of paid relevant work experience required.
• Relevant experience with US funded organizations is preferred.
• Knowledge of procurement ERP software e.g. Sylogist is an added advantage.
• Good computer knowledge (MS Outlook, MS Excel).
• Strong documentation and report-generation skills with the ability to understand, process and document information for a variety of audiences.
• Excellent organizational and time management skills.
• Strong English communication skills, both oral and written.
• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.
• Ability to work with large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records.
• Maintain a high-performance standard with attention to detail.
• Actively participate in the implementation of the U.S. Refugee Admissions Program (USRAP).

How to Apply:

All suitably qualified candidates should apply online at the link below.

Click Here

Deadline: 12th February 2024.

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