Business Support (Procurement) Supervisor Job Careers – Bayport Financial Services (U) Limited

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Organization: Bayport
Financial Services (U) Limited
Duty Station: Kampala,
Uganda
Reports to: Head
of Legal and Corporate Services
About US:
Bayport Financial
Services (U) Limited is a leading non-deposit taking credit institution which
started operating in 2004. We are an equal opportunity employer, with
operations in several African countries. We specialize in providing cash loans
to salaried government employees.
Job Summary: The
Business Support (Procurement) Supervisor who will report to the Head of Legal
and Corporate Services and will work on a day-today-basis with the Procurement
and Contracts Committee of the Company; directly responsible for the
implementation and monitoring of the Company Procurement Policy, guiding on all
operational support matters, fleet management, relationship with preapproved
contractors and service providers while liaising with all Functional Heads in
the daily running of the Business Support Function.
Key Duties and Responsibilities: 
Procurement
Function:
·        
The
incumbent will manage the procurement process of goods and services with
accordance to the Bayport Uganda policy and in so doing ensure that the
procurement process commences in a timely manner and in accordance with the
Procurement Plan.
·        
Prepare and
update the project’s annual Procurement Plan and ensure that the Procurement
Plan is integrated with Bayport Uganda’s overall work plans and Budgets.
·        
Draft a
strategy for timely implementation of the Procurement Plan and ensure that
procurements are carried out efficiently.
·        
The
incumbent will take primary responsibility for preparing solicitation documents
taking into consideration the user requirements and market circumstances.
Following appropriate approvals, coordinate the issuance of the documents in a
timely manner.
·        
Guide on
the procurement methods appropriate and consistent with the Procurement Plan.
·        
Arranging
for publishing of specific procurement notices/ invitation for bids and Request
for Expression of Interest.
·        
Oversee
the bidding and selection process of contracts, including organizing
pre-proposal meetings, providing clarifications, coordinating the Receipt of
proposals, leading and participating in the opening of expressions of interest.
·        
Prepare
and circulate to all procurements committee members the schedule for,
pre-proposal meetings, and deadline for submission respectively, to ensure
adequate planning for participation.
·        
The
incumbent will coordinate and Participate in Evaluation of Expression of
Interest, Quotations, Bids and Proposals for contracts and ensure that this is
done in a manner that upholds a high level of confidentiality, and lead
preparation of the proposal evaluation report for the submission to the
relevant authorities for approval. He/she will take primary responsibility of
ensuring that evaluations are completed and reports submitted in a timely
manner.
·        
Coordinate/make
arrangements and participate in Contract negotiations for consultancy services
and technical discussions where applicable to provide technical guidance and
take primary responsibility for preparing negotiation plans, minutes of
negotiations and draft contracts.
·        
Prepare
draft contract for the procurements Committee and after clearance by the Legal
department and ensuring timely signing of contracts.
·        
Mentor
colleagues and support capacity building by sharing knowledge on applicable
procurement procedures.
·        
Prepare
and submit procurement progress reports to the CEO on monthly basis,
highlighting among others the progress on processing various contracts,
constraints met and any other issues that require Management attention.
·        
Quickly
report immediately any noted fraud and corruption or governance issues with
Procurement staff, Bidders, service providers and Consultants.
·        
Ensuring
that proper filing of records for all procurements is in place. Set up a filing
and record keeping system that ensures that procurement records are easily
retrievable and available for procurement audits;
·        
Maintain
complete procurement files and records including all correspondence related to
procurement activities; seek legal advice where appropriate.
·        
Establish
a performance monitoring database for all contractors, suppliers and
consultants, and ensure timely updates of the system
Administrative
Role:
·        
Provide
leadership for staff in the Business Support Department, working directly with
the Human Resource Department on all staff support matters and functioning of
the Business Support staffing.
·        
Drive
productivity and overall accountability, shaping the culture of performance and
overall professional acceptability of the Business Support Function
·        
Make
recommendations on training for all staff under his/her supervision.
·        
Demonstrate
overall organizational excellence in the function and ensure a seamless and
accommodating workspace area for all staff and clientele of the company.
Fleet and Travel:
·        
Provide
the required technical support to all transport staff
·        
Coordinate
vehicle allocation and movement plans.
·        
Ensure
that movement log books and records are validated and signed off.
·        
Strictly
monitor fuel utilization and vehicles efficiencies.
·        
Monitor
vehicle maintenance and ensure that the fleet is serviceable.
·        
Review
monthly vehicle reports outlining fuel usage and maintenance cost per vehicle
·        
Verify
vehicle fuel payments prior to sending them for approval.
·        
Analyze
vehicle running costs and monthly report
·        
Devise a
vehicle tracking system, which ensures that the location of all vehicles is
known at all time.
·        
Ensure
adherence to Bayport Uganda travel and fleet policy
Assets Management:
·        
Directly
supervise staff involved in the assets management and records keeping
·        
Ensure
that an update asset register is maintained on a monthly basis.
·        
Ensure
that an updated assets inventory sheet is maintained on monthly bases.
·        
Ensure
that all Bayport Uganda assets and equipment are well maintained
·        
Ensure
that all Bayport Uganda premises are well maintained
·        
Ensure
that the movement of Bayport Uganda assets is tracked and the necessary
documentation is done when an asset changes its status.
·        
Ensure
that an up to date filing system for all assets maintained.
·        
Review
all monthly asset reports from all field sites
·        
Recommend
assets for disposal and ensure that the necessary paper work is prepared.
Archives
Management:
·        
Directly
supervise the Archives staff
·        
Provide
the required technical support to all Archives staff
·        
Ensure
that all the archives are well maintained.
·        
Ensure
that all archives procedures are followed by all staff.
·        
Ensure
that there is Controlled access to all Bayport Uganda archives and ensure that
the premises are secure
·        
Ensure
that the filing system for archives is well maintained.
·        
Ensure
that an efficient storage and inventory system is maintained.
·        
Ensure
that an update office and archives inventory is done on a monthly basis.

Qualifications, Skills and Experience:
·        
The
applicant for the Bayport Financial Services (U) Limited Business Support
(Procurement) Supervisor job placement should hold either hold a Bachelor’s
degree in Procurement or any other business degree with a bias in Procurement
supported by a commensurate level of relevant experience,
·        
Professional
training in procurement and supplies management will be an added advantage,
·        
Female
Candidates with a strong track record of performance are encouraged to apply,
·        
Candidate
Must boasts of an impeccable record and level of integrity and must have not
been investigated for any procurement related fraud, falsifications, influence
peddling and;
·        
Must
currently be actively employed,
·        
Must be
at a managerial or senior supervisory level in a Banking or Finance setting,
·        
Candidates
must be ready to undergo professional and integrity tests and vetting, including
Police tests prior to formal interviews.
How to Apply:
All interested and
suitably qualified candidates should send their application to:
hrcom@bayport.co.ug  or you can hand
deliver the application with role and date of application clearly indicated on
your subject matter or on the top left corner of your application envelop,
posting the application to:
The Human Resource
Office,
Bayport Financial
Services (Uganda) Limited
Plot 54, Lugogo
Office Park, Lugogo Bypass,
P.O. Box 1171,
Kampala, Uganda
Deadline: 6th, June 2018.
NB:
Only shortlisted candidates will be contacted. Consider your application as
having not been considered if not contacted by 8th of June, 2018.
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