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Job Title:  Procurement Assistant (Fresher Non-profit Jobs)  

Organisation: Makerere University Joint AIDS Program (MJAP)

Duty Station: Jinja, Uganda

About the Company:

Makerere University Joint AIDS Program (MJAP) is a private-not-for-profit Company under Makerere University. MJAP works to build partnerships and strengthen health systems to optimally respond to HIV/AIDS, TB, Non-communicable diseases (NCDs) and other diseases of public health importance in Africa. MJAP is implementing a sub-award grant from Reach Out Mbuya in the Kampala region with funding from the President’s Emergency Plan for AIDS Relief (PEPFAR).

About USAID Project:

The USAID Local Partner Health Services East Central – Transition award to Makerere University Joint AIDS Program (MJAP) Activity is a project of Makerere University Joint AIDS Program (MJAP) funded by USAID.MJAP was granted this PEPFAR funding Award to support public health facilities and their communities in 12 districts and Jinja City that include Bugiri, Bugweri Busia, Buyende, Iganga, Jinja, Kamuli, Kaliro, Luuka, Mayuge, Namayingo and Namutumba; to implement quality Integrated HIV/AIDS and TB services and contribute to the attainment and sustenance of epidemic control.

Job Summary:   Review and monitor the implementation of the procurement cycle policy and guidelines for the timely availability of quality goods works and services at the most competitive prices in line with PPDA and MJAP mission.

Key Duties and Responsibilities:

• Implementation of MJAP procurement policy and guidelines in accordance with national Law (Public procurement and disposal of public assets act).
• Provide technical support to user departments in specification development and preparation of comprehensive purchase requests.
• Assist the Procurement Officer to consolidate Procurement Plans for every financial year and updating of the procurement tracker for efficient procurement of goods and services.
• Prepare bidding documents, invite the shortlist bidders to submit their proposals and manage the Tender/Bid opening and communication of awards as per MJAP procurement rules and guidelines.
• Organize and manage contract negotiations with shortlisted suppliers to negotiate terms and conditions of contracts.
• Implementation of a contract management system for the procurement process including but not limited to updating the Contracts Registry. Provide technical support to user departments in contract management, in line with MJAP procurement policy and guidelines and PPDA regulations.
• Organize the relevant information/documents to be used in both the Evaluation and Contracts Committee meetings then take and file minutes.
• Preparation of Purchase order documentation and contracts for goods, services and works in accordance with MJAP procurement guidelines and PPDA act.
• Make follow up of supplies to be delivered within the stipulated delivery period according to the terms of the order/contract/agreement and give feedback to users as regards the progress of their requisitions.
• Maintain complete physical and electronic procurement and vendor master files in accordance with MJAP established standards.
• Prepare payment requests with all supporting documentation for timely payment of vendors. Rectify any discrepancies with Users and vendors to ensure payments are executed.
• Any other duties as may be assigned by the Procurement Officer.

Qualifications, Skills and Experience:

• All applicants should have at least a bachelor’s degree specializing in Procurement or its equivalent from a recognized institution, and Professional qualification in procurement e.g. CIPS or other post-graduate qualification in procurement will be added advantage.
• At least three years’ experience in project procurement; and should be highly knowledgeable in the USG and UG procurement procedures and regulations.
• Knowledge in the use of Microsoft Office applications (Word, Excel, and PowerPoint)
• The applicant should have proficiency in E-Procurement.
• A team player with excellent communication skills (both oral and written) and with strong management and analytical skills.
• High level of integrity
• Attention to detail.

How to Apply:

All suitably qualified candidates are encouraged to apply by clearly stating the position applied for in the Subject line. Combine all your application documentation i.e. cover letter, CV & academic documents into one PDF with names/contact details of three referees including the immediate Supervisor and Head of Human Resources, addressed to: The Human Resources Manager, Makerere University Joint AIDS Program (MJAP). Email: recruitment@mjap.mak.ac.ug

Deadline:  24th September 2024 by 5:00 pm.

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