The Ugandan Jobline

• Establish procurement plans on a quarterly
  basis in consultation with respective Heads of Department and Project
  Management Teams to identify the main types of goods and services that
  will be needed based on the current portfolio of projects and operations,
  and use this to conduct regular market assessments of best sources and
  prices.
• The incumbent will proactively consult with
  peer organizations and the private sector to identify new potential
  suppliers that can be added to IPA updated Approved Preferred Supplier
  List (PSL), and whenever possible develop relationships and negotiate
  better prices and terms.
• Maintains continued working relationship with
  local suppliers, ensure contract terms are respected whenever situation
  warrants.
• The jobholder will also ensure eligibility
  verification of all new suppliers before adding them to the approved
  preferred supplier list (PSL) following Tender Committee Approvals.
• Stay abreast of any changes in governmental
  taxes (sales, VAT), duty fees and levies procedures.

• Ensure that all procurement is done
  efficiently according to IPA Policy guidelines, IPAU Procurement Manual
  and consistent with relevant donor requirements.
• The incumbent will ensure that all actions
  are governed by the highest standards of ethics, personal and business
  conduct as stipulated in IPA financial policies and the IPAU Procurement
  Manual.
• Suggest to your supervisor any new ideas to
  improve procurement efficiencies for the update of IPAU Procurement Manual
  and support tools.
• Keenly review all Purchase Requisitions (PRs)
  and verify price target that all specifications and requirements are clear
  and that all corresponding authorizations have been obtained.
• Ensures that all Requests For Quotations
  (RFQs) clearly present all specifications and requirements as stated in
  the PR.
• Receive and review all bids and quotations in
  accordance with price target and specs, and prepare quotes analysis sheet.
• Organize Procurement Committees (PC) and
  Tender Committee (TC) review meetings when needed, and ensure they follow
  all applicable guidelines as stipulated in the Procurement Manual.
• Ensure the PC analyzes all bids in a
  competitive manner and carefully considering all costs and benefits
  including those not presented on bids explicitly.
• Always negotiate with suppliers regarding
  price reductions, preferred payment and delivery terms, and shipping
  options when necessary.
• Ensure that all applicable purchases are in
  line with the Global Expenditure Policy, Procurement policies including HQ
  purchases.
• Once all required steps have been completed
  depending on the value of the procurement, then: make the selection of the
  best supplier with regard to price, quality and delivery; determine payment
  and delivery terms; prepare the Purchase Orders (PO); and draw up
  contracts as needed.
• The incumbent will also ensure that all
  procurement is processed for all applicable IPA guidelines or Donor
  Agreements.
• Keenly monitor use and supply of kitchen and cleaning
  supplies; promptly replenishing stock.
• Recommend changes in quality, quantity, or
  type of material requisitioned and suggest suitable alternatives if it is
  in the best interests of IPAU

• Ensure proper filling of all procurement
  documents for recordkeeping and auditing, and maintain orderly files on
  active orders and post activities such as change notices, scheduling
  changes etc.
• Relevant documentations shall include
  Purchase Request, Bid Analysis, Request for Quotation, Purchase Order,
  Delivery Note, Goods Received Note, Payment Request and Contracts are processed
  and filed as appropriate.
• Maintain an Approved Preferred Supplier List
  (PSL) with updated information on pricing by goods and services and performance
  based on recent post-delivery evaluations or feedback.
• Creates vendor files with all necessary
  details by service category (e.g. stationery suppliers, electrical items
  suppliers, transporter, etc.).
• Keenly track the status of each procurement
  request and update management and requestors through regular Procurement
  Log Sheet.
• Periodically generate an evaluation report on
  supplier/vendor performance with recommendations based on service
  delivery/track record (at least every 6 months).

• Ensure personnel designated to receive
  (admin. or logistics) have as much advance notice as possible of expected
  delivery of goods and prepare the Goods Received Note (GRN).
• Provides details of assets or equipment’s
  procured (type, quantity, supplier, price, fund/project etc) to the
  Administrative staff responsible for inventory management.
• As needed and always respecting segregation
  of duties recommendations, coordinate with the administration or project
  staff personnel assigned to receive procured goods whenever there is a
  problem encountered with completing their established functions correctly
  and in a timely manner, as established in the IPA Procurement Manual:
• Verify that the goods and invoices
  received meet the quantity, price and specifications on the Purchase Order/Contract
  document;
• Complete a Goods Receiving Note (GRN)
  for all goods received;
• Inform the requesting personnel when
  their goods have been received;
• Enter the goods into inventory, and
  storage if needed; and
• Upon issue of GRN & Receipt of
  the supplier invoice raise payment requests or pass on to designated
  persons as may be required.
• Following segregation of duty
  recommendations, work with staff person(s) assigned in admin. or projects
  for receiving to resolve any quantity discrepancies between PO and
  supplier’s delivery note.
• As needed and always respecting
  segregation of duties recommendations, communicate with suppliers to
  return any damaged goods or mis‑ordered
  goods to suppliers, and ensure substitution or completion of goods
  ordered if still applicable.
• Follow up with finance team to
  ensure timely payments as per contracts and purchase orders
• Assist in the preparation of
  agreements, memos and letters as needed.
• Keep requestors informed of the
  status of all local and international orders until orders are received.
• Coordinate with other departments or
  projects to make sure PRs, supplier quote responses, and POs are complete
  and clear.
• Respond to audit queries in a timely
  and professional manner when necessary.
• Collects information on price of
  goods and services whenever needed for budgeting or planning purpose.
• When necessary and within acceptable
  parameters expedite requisitions and orders to meet urgent operational
  needs.
• Ensure vigilance against fraudulent
  activities in all procurement processes and keep up to date with latest
  guidance for fraud prevention.
• Provides support and training on
  procurement management to IPAU staff.
• Provide coverage for other staff
  when required by workload or absence, and perform additional duties as
  assigned.
• Other Duties: As assigned by your supervisor,
  perform other tasks, which are consistent with your level in the
  organization.

• The applicant should preferably hold a Bachelor’s
  degree in Procurement, Supplies and Logistics Management or equivalent.
• At least three years’ work experience in
  Procurement Practice with an International NGO or UN Agency – Preferred.
• Good writing and analytical skills.
• Proven ability to apply creative thinking to practical
  problem solving with an aim of improving service delivery. The person must
  be able to work with minimum supervision
• Ability to manage multiple tasks at a time
  and work effectively with colleagues from different backgrounds
• Computer literacy skills i.e. proficiency in MS
  word and MS Excel, experience in E-mail an advantage
• Cultural sensitivity and demonstrated ability
  to work successfully with diverse constituencies required;
• Membership in a professional purchasing
  organization preferred.

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