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Job Title:  Procurement Officer   

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: The Procurement Officer will coordinate the procurement of supplies and equipment for supported health units and program activities. S/he will be responsible for ensuring effective and efficient functioning of all procurement and disposal activities of the project

Key Duties and Responsibilities:   Work plan development and implementation, which will include:

• Work with the Project technical teams, and the Finance/Administration team, to plan for and implement detailed and efficient operational procurement support to project supported districts, health sub districts and health facilities. This includes but is not limited to: logistics support for on-site and off-site project supported activities (e.g., outreach camps, laboratory sample transportation hub network activities), and procurement support to both central office and cluster teams.
• Participate in the development of monthly, quarterly and annual reports.
• Establish and implement a monitoring system that ensures prices paid for goods and services are in line with local market prices.
• Develop and consolidate Procurement Plans and budget for every financial year and account for expenditures in accordance with MJAP and USAID procurement policy and guidelines.
• Review, develop, update and monitor the implementation of the MJAP procurement policy, guidelines and tools in accordance with the USAID, MJAP procurement policy and guidelines.
• Conduct supplier pre-qualification and management; prepare pre–qualification documents, invite public bidders for pre-qualification exercise and conduct price search and market surveys in line with the procurement rules and regulations.
• Prepare bidding documents, invite the shortlist bidders to submit their proposals and manage the Tender/Bid opening and communication of awards as per procurement rules and guidelines.
• Prepare and submit quarterly Procurement reports to Director Finance and Administration and respond to all queries or communications regarding the reports in line with MJAP and USAID procurement policy and guidelines.
• Organize and manage contract negotiations with pre-qualified suppliers to negotiate terms and conditions of contract in line with MJAP and USAID procurement policy and guidelines.
• Review and monitor the implementation of a contract management system for the procurement process and provide technical support to user departments in contract management, in line with MJAP and USAID procurement policy and guidelines.
• Documentation and Payment Processing: in coordination with technical team leads such as: the Finance and Operations Manager and his team, and the Program Assistants, to ensure adequate documentation in support of various project events such as field trainings and workshops, work planning workshops and other meetings involving internal and external staff and other stakeholders. S/he will design a system that puts in place a robust mechanism for the prompt and timely submission of such supporting documentation to the finance office to facilitate timely payment processing.
• Coordinate and manage the disposal of assets in accordance with MJAP and USAID procurement policy and guidelines.
• Filing: The Procurement Officer is responsible for the creation, management and ongoing maintenance of a filing, archiving and retrieval system in electronic and hard copy formats for MJAP and USAID procurement policy and guidelines, in accordance with established policies. S/he will also maintain records of official correspondence and communications and create a system to log both incoming and outgoing correspondence relating to procurements.
• Supervision, Training & Development: The Procurement Officer will directly supervise the Procurement Assistant and ensure performance of the highest standard; consistent with project needs.

Qualifications, Skills and Experience:

• Bachelor of Procurement and Logistics Management or Bachelor of commerce, Business Administration or a related business field
• Membership of CIPS is an essential requirement for this job.
• Minimum Five years’ project procurement management experience, including managing field office procurements and supervision of employees.
• Thorough knowledge of USAID procurement, contractual, procurement and reporting requirements.
• Strong leadership, analytical and organizational skills; demonstrated ability to work both independently and within a team, assess priorities, and manage multiple activities with attention to detail.
• Excellent problem-solving capacity, with demonstrated ability for considerable analysis and sound judgment to find solutions in a complex environment with shifting and competing priorities.
• Excellent cross-cultural communication (both oral and written) and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, stakeholders, clients and consultants.
• Advanced Computer skills including proficiency in Microsoft Office programs (Excel spreadsheets, word processing, power point, and electronic mail).

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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