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Job Title:  Procurement Assistant (Fresher USAID Project Jobs)

Organisation: Bixal

Duty Station:  Kampala, Uganda

About the Company:

Bixal is a mission-driven organization determined to improve people’s lives through human-centered strategies and transformative technologies. We deliver on this promise by partnering with leading federal agencies to conceive and create powerful data-driven customer experiences.

Job Summary:   Bixal is seeking a Procurement Assistant for the USAID/Uganda Monitoring, Evaluation and Learning (UMEL) Activity. This program supports USAID/Uganda and its partners by strengthening MEL processes, conducting high-quality evaluations, knowledge-sharing, and adaptive management to improve programmatic decision-making in the country.

What will you do?

Prepare process and record procurement documentation regarding supplier bids, quotes, and contracts, and carry out other logistic activities to facilitate the procurement committee meetings and decisions in line with BIXAL’s procurement policies and procedures and USG rules and regulations. The Procurement Assistant will report to the Procurement Officer.

Key Duties and Responsibilities:

• Prepare Procurement reports, purchase orders, follow up on approvals and LPO entries BIXAL accounting system in accordance with the Bixal Procurement Policy.
• Co-ordinate Procurement Committee (PROCOM) Meetings by ensuring timely, accurate, and complete document proceedings of PROCOM, ensuring PROCOM minutes and related documentation e.g., Bids opening, Analysis, Conflict of interest declaration are completed in accordance with the BIXAL Policies and procedures and promptly update users on the status of their procurement transactions through sharing the weekly status report.
• Ensure timely vendor follow-up for submission of RFQs/RFPs and share timely reports on vendor responsiveness to calls from procurement for management decision-making on the effectiveness of the supplier database.
• Ensure timely, complete, and accurate filing of procurement documents (contracts, invoices, and other related documents) in both hard and soft copy files and ensure return of samples to the vendors after completion of the procurement process.
• Maintain an accurate tracker of the status of Long term Agreements (LTAs), contracts, open Purchase orders and outstanding invoices & Payments to close any gaps in the provision of supplies and services.
• Receive, record, and copy suppliers’ invoices for onward submission/ upload of complete accurate and timely procurement documentation for preparation of payments in line with Bixal’s procurement policies and procedures.
• Receive and verify requisitions for completeness and accuracy; advise users and requesters in a timely manner to facilitate timely start of procurement process.
• Support the implementation of all the Internal process improvements recommendations in a timely accurate and complete manner.
• Carry out administrative roles in areas of providing logistics for the procurement unit in form of provision of materials for example stationery, furniture and any other duties assigned by the Procurement Manager to ensure timely availability of procured services and commodities/items to user departments.
• Ensure timely feedback is shared with suppliers on all quotations submitted.

Qualifications, Skills and Experience:

• Degree or Diploma in procurement or related field
• At least One year experience in a similar role
• Proficient MS Office and excel sheets
• Excellent verbal, written and interpersonal communication skills.
• Customer service
• Result focused
• Drive change and Innovation

Please note that candidates selected may undergo a background investigation and, if applicable, meet eligibility requirements for suitability.

How to Apply:

All candidates should apply online at the link below.

Click Here

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