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Job Title:    Procurement and
Administrative Officer

Organization:  Fred
Hutchinson Cancer Research Center

Duty Station:  Kampala,
Uganda

Reports to: HCRI-Uganda
Director Administration & Operations

 

About US:

At Fred Hutchinson
Cancer Research Center, home to three Nobel laureates, interdisciplinary teams
of world-renowned scientists seek new and innovative ways to prevent, diagnose
and treat cancer, HIV/AIDS and other life-threatening diseases. Fred Hutch’s
pioneering work in bone marrow transplantation led to the development of
immunotherapy, which harnesses the power of the immune system to treat cancer.
An independent, nonprofit research institute based in Seattle, Fred Hutch houses
the nation’s first cancer prevention research program, as well as the clinical
coordinating center of the Women’s Health Initiative and the international
headquarters of the HIV Vaccine Trials Network.

 

At Fred Hutch, we
believe that the innovation, collaboration, and rigor that result from
diversity and inclusion are critical to our mission of eliminating cancer and
related diseases. We seek employees who bring different and innovative ways of
seeing the world and solving problems. Fred Hutch is in pursuit of becoming an
antiracist organization. We are committed to ensuring that all candidates hired
share our commitment to diversity, antiracism, and inclusion.

 

Global Oncology, a
cross-divisional program within the Director’s Office of Fred Hutchinson Cancer
Research Center, has a mission to generate cancer research that has global
impact, and support the development research capacity and clinical care to
reduce the cancer burden in low- and middle-income countries. A cornerstone of
the program is a decade-long alliance with the Uganda Cancer Institute (UCI)
that advances research, capacity building, and cancer care. Fred Hutch operates
in Uganda as the Hutchinson Centre Research Institute of Uganda, or HCRI-Ug.

 

Job Summary:  The HCRI-Uganda Procurement and Administrative
Coordinator will directly report to the HCRI-Uganda Director Administration
& Operations and will provide procurement, administration and logistics
support to all HCRI-Uganda programs.

 

Key Duties and
Responsibilities:

Procurement and contracting:

·        
Thoroughly
familiarize the detailed systems and procedures for the management of the
procurement of goods and services for the program

·        
Compute
and compile all procurement requirements from line departments and collect all
required approvals prior to purchase

·        
Manage
RFQ and bid analysis process for Vendors in accordance with HCRI-Ug policies
and procedures

·        
Handle
supplier correspondence about procurement procedures and updates

·        
Initiate
procurement requisitions through FMS, and manage Purchase Orders for all
program procurements

·        
Work
closely with the suppliers and other stakeholders to ensure timely delivery of
goods and services as per contract agreements

·        
Manage
RFP and bid analysis process for agreements

·        
Participate
in technical and price evaluation reviews, participate in contract negotiation,
prepares evaluation summary reports, reviews and recommends approval of
contracts

·        
Attend
to inquiries and notify bidders of the outcome of the bidding process

·        
Prepare
vendor agreements, follow up agreement review for tax compliance and shepherd
them through the process for administrative review and approval

·        
Establish,
maintain and update procurement filing system, records and supplier database

·        
Provide
periodic procurement reports on assigned duties

·        
Maintain
an updated approved pre-qualification list of Vendors

·        
Maintain
an updated agreements/contracts database and notify stakeholders three months
before expiry

·        
Custodian
of all HCRI-Ug procurement policies and documents, to ensure conformance to
acceptable standards and best practice at all time

·        
Source
for all the required procurement documentation i.e. quotations, proposals, and
facilitates vendor interviews/presentations/evaluations from time to time, in
line with HCRI-Ug procurement policies and best practices

·        
Carryout
periodic price surveys for goods, services and works, to facilitate valid
negotiations with the vendors on different procurements

·        
Manage
the clearing and forwarding processes, for the HCRI-Ug international
procurements

·        
Manage
the HCRI-Ug procurement tracker, keep it updated regularly and share it with
all staff every Friday

·        
Provide
training to staff in the areas of local contracting and procurement
requirements in accordance with HCRI-Ug policies and procedures

General
Administration:

·        
Perform
general office work as assigned by the Director Administration & Operations

·        
Responsible
for the safe keeping of office documents including organizing, filing and
retrieving them

·        
Provide
administrative support for HCRI-Ug or Collaboration-related meetings including
taking meeting minutes and recording action items as requested

·        
Provide
administrative assistance to senior HCRI-Ug staff, as requested

·        
Perform
related functions as assigned

Fiscal Roles:

·        
Reconcile
Vendor invoices for accuracy and legitimacy and rectify errors with Vendors
before forwarding to finance to mitigate payment delays

·        
Ensure
timely payments to suppliers by liaising with relevant departments

·        
Maintain
assigned HCRI-Ug’s credit card to include use and online reconciliation in
coordination with the account approvers. Ensures the use of the credit card
adheres to all applicable Fred Hutch and HCRI-Ug policies and procedures.

Asset disposal:

·        
Lead
person for HCRI-Ug asset disposal process in line with HCRI-Ug policies and
best practice

·        
Chair
asset disposal meetings with key stakeholders to discuss approved asset
disposal modalities

·        
Manage asset disposal exercise

·        
Maintain asset disposal records

 

Qualifications, Skills and Experience:

·        
The
ideal candidate must hold a bachelor’s degree in a relevant area with a bias in
procurement & logistics

·        
CIPS
Professional procurement qualifications

·        
At least
five years working experience in a similar position in a busy organization

·        
Good
interpersonal skills

·        
Strong
work-ethic and solid integrity

·        
Concern
for quality and standards

·        
Excellent
communication and time management skills

·        
Strong
computer and word processing skills and proficiency with a variety of software
packages including Skype, Microsoft Outlook, Word, Excel, Zoom and Teams

 

How to Apply:

All candidates should
apply online at the link below.

 

Click
Here

 

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