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Job Title:    Procurement and Logistics Officer

Organisation: Aldelia Uganda

Duty Station: Kampala, Uganda

Reports to: Finance and Administration Manager

About the Company:

Aldelia is a global leading human resources company founded in 2005 and specialised in recruitment, outsourcing and payroll management services to blue-chip multinationals and fast-growing SMEs. The group operates in more than 30 countries across all industries and disciplines on four continents. Our mission is to create a better future for people by delivering compliant, world-class and innovative HR solutions to the companies and communities we serve.

Job Summary:   To implement procurement-approved guidelines and procedures, and interventions. H/She will provide administrative support for JGI’s procurement department through inventory monitoring, ordering supplies, data capturing and scheduling deliveries. The work also involves initiating purchase requests and keeping track of the stages through which, each order is routed until receipt and payment. The Procurement/logistics Officer will also support the finance department with follow up and retirement of advances, scanning and filing of documents and stamping all complete documents before filing.

Key Duties and Responsibilities:

Procurement

• Ensure that all JGI procurement of goods and services is completed according to the established Standard Operating Procedures at all times and completed within the timeframes stipulated in the policy and programs department work plans.
• Ensure quick, efficient and supportive services for projects is provided with communication/feedback regarding difficulties and concerns.
• Prepare, maintain and file all documents related to Operations for audit purposes (such as Purchase Request Forms; Request for Quotations; Comparative Bid Analysis; Purchase Orders, contracts and all Tender documents) electronically.
• Ensure an accurate and detailed monthly operational tracking report is prepared and circulated to the Procurement & Logistics Officer.
• Ensure that procured goods are received, registered, and dispatched in an efficient and accountable manner.
• Periodically conduct supplier performance evaluation of the provided services and include observations, challenges and suggested solutions in the report for future use/improvement of logistics related practices.
• Perform any other duties in line with logistics/procurement
• Supervise the work of service providers inter alia, IT Services, Security, Insurance and Cleaning
• Maintain an up-to-date service contracts tracker.
• Support with the management of the office budget for all ongoing services and costs for all offices.

Key Performance Indicators: Measures of the extent to which planned performance has been achieved.

• The extent to which the work of service providers is supervised to ensure quality delivery.
• The extent to which the services contract tracker is maintained and expired contracts are renewed in a timely manner.
• The extent to which the office budget is managed, and costs are reduced.
• Extent to which there are no stock outs of office and kitchen supplies.
• The extent to which the lease agreements and utilities accounts are managed to ensure no delays.
• The extent to which the fleet is managed to ensure planned travel movements and reduction on wastage.
• Extent to which staff are timely replenished with airtime and data.
• Extent to which the asset register is updated and that all assets are properly tagged and recorded in the asset register.
• Extent to which the JGI Uganda procurement guidelines are adhered to
• Extent to which a proper filing system is in place for all procurement documentation

Qualifications, Skills and Experience:

• Experience: Proven experience in similar role with NGOs for at least 4 years
• Educational Requirements: A bachelor’s degree in Procurement / Logistics, Supply Chain Management, Business Administration or related field

Additional Knowledge and Skills:

• Proficient with Microsoft Office Suite or related software.
• Proficient with or the ability to quickly learn
• Filling and Information Management.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Excellent organizational skills and attention to detail.
• Excellent negotiation skills
• Fluent in spoken and written English.
• Excellent problem-solving skills.
• Perform any other duties in line with logistics/procurement
• Supervise the work of service providers inter alia, IT Services, Security, Insurance and Cleaning
• Maintain an up-to-date service contracts tracker.
• Support with the management of the office budget for all ongoing services and costs for all offices.

Other Attributes Necessary:

• High level of integrity.

How to Apply:
All candidates should send their applications online at the link below.

Click Here

Deadline: 4th December 2024

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