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Job Title:     Procurement & Administrations Officer

Organisation: Exim Bank (Uganda) (EBU)

Duty Station: Kampala, Uganda

About the Company:
Exim Bank (Uganda) (EBU), commonly known as Exim Bank, is a commercial bank in Uganda. It is one of the commercial banks licensed by the Bank of Uganda (BOU), the central bank and national banking regulator.

Job Summary:   The Procurement & Administrations Officer is responsible in assisting the Head of Finance and Administration in executing management decisions regarding procurement in strict adherence to relevant regulations and policies, ensuring that all purchases are budgeted and tracked against allocated amounts, managing vendor relationships and contracts through continuous market research to identify competitive suppliers, undertaking procurement functions including the preparation of specifications and solicitation documents, and collaborating with the Finance Department to ensure accurate vendor payments and financial procurement documentation.

Key Duties and Responsibilities:

• Participates in formulating plans and strategies for procurement.
• Liaises with other branches and departments to identify their procurement needs for the coming accounting period and compiles a master procurement list for the entire organization.
• Prepares tender documents and manages the tendering process within the established guidelines and procedures.
• Prepares tender papers for the approval of the Head of Finance & Administration before submission to the contracts committee.
• Develops and/or maintains specifications of the various goods to be procured and where he obtains samples, he keeps those samples and ensures that goods supplied match with the samples given earlier.
• Evaluates bids for high value and/or specialized procurements and disposals and receives tender or bid documents and prepares for evaluation by the tender/procurement committee.
• Coordinate the preparation of monthly and quarterly procurement reports and submit them to the Head of Finance & Administration.
• Implements the decisions of the Procurement/Contracts Committee. Prepares, administers and issues approved contracts
• Liaises with suppliers, service providers and other stakeholders to ensure timely delivery of goods and services
• Ensures accurate maintenance and safe storage of records for all procurement activities and enforces adherence to procurement regulations and guidelines.
• Carry out monthly stock-take exercise. This is mainly to identify the stock levels to avoid stock outs and obsolete stationery. Ensure the system Stock levels balance with physical stock levels.
• Performs any other duties as may be assigned from time to time by the Head of Finance and Administration.
• Coordinate Support for maintenance of Bank’s equipment including generators, AC’s, electricals, fire protection and detection systems among others
• Coordination with key departments to ensure smooth running of Exim Bank business in relation to Procurement and Administration related issues.
• Provide property-related operational support and infrastructure requirements for branches as well as Head Office.
• Monitor efficient implementation of property related projects and contracts and coordinate courier services and administration support.
• Any other job as may be delegated or assigned by management from time to time.

Qualifications, Skills and Experience:

• A Bachelor in Procurement and Supplies Management or any Business Course with specialization in purchase and supply from a reputable institution.
• Membership of the Chartered Institute of Purchasing & Supplies or other relevant internationally recognized procurement professional body is a must.
• At least three (3) years’ experience in procurement in a reputable Public or Private organization.

Key attributes.

• Ability to manage tender negotiations, contract placements, delivery and payments.
• Ability to effectively prioritize and execute tasks in a high-pressure environment to drive results.
• Knowledge of relevant statutory and regulatory requirements.
• Flexibility to react effectively to unforeseen circumstances
• Critical thinking and problem-solving skills & excellent written and verbal communication skills
• Ability to multi-task, analytical skills, negotiation skills, ability to lead and motivate co-workers, ability to meet tight deadlines.

How to Apply:

Kindly send your cover letter and up-to-date CV to hr@eximbank-ug.com with the subject JOB APPLICATION: PROCUREMENT & ADMINISTRATIONS OFFICER

Deadline: 4th November 2024

NB: Only candidates who meet the minimum requirements shall be contacted.

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