Procurement and Contracting Officer – ASARECA

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Organisation: ASARECA
Duty Station: Kampala, Uganda
About US:
The Association
for Strengthening Agricultural Research in Eastern and Central Africa (ASARECA)
is a non-political association of agricultural research institutes in: Burundi,
DR Congo, Eritrea, Ethiopia, Kenya, Madagascar, Rwanda, Sudan, Tanzania and
Uganda. ASARECA serves as a platform for promoting regional research and in the
sharing of benefits and spill overs that derive from such research. The mission
of ASARECA is to “Enhance regional collective action in agricultural research
for development, extension and agricultural training and education, to promote
economic growth, fight poverty, eradicate hunger and enhance sustainable use of
resources in Eastern and Central Africa”. ASARECA delivers its research through
3 thematic areas: Natural Resource Management and Ecosystems (NRMES), Markets,
Market Linkages and Trade (MMLT) and Sustainable Agriculture, Food Security and
Nutrition (SAFSN).
Job Summary: The Procurement Officer will be responsible for providing technical assistance for all aspects
related to Procurement and contracting. The incumbent will lead ASARECA’s
Procurement and contracting activities in line with the ASARECA strategic plan
and Operational Plan. He /s she will also review and provide expert advice on
contractual matters, agreements of all kinds, contracts, tenders, risks,
claims, disputes and all issues that are governed by contract with clients,
subcontractors, suppliers, partners and inter-office entities. In doing so, the
job holder will use the applicable Operational Manual of ASARECA and refer to
the World Bank’s Procurement Guidelines in all aspects of procurement
management of the ASARECA activities financed under the MDTF (multi-donor trust
fund). The job holder will develop procurement strategies, policy guidelines,
training strategies and oversight of procurement operations that will deliver
maximum cost effectiveness.
Key Duties and
Responsibilities: 
1. Procurement:
  • Offer strategic direction to ASARECA Secretariat and sub grantees
    on all procurement matters
  • Develop innovative procedures and guidelines for the implementation
    of cost effective procurement
  • Prepare quarterly and annual reports
  • Plan for and coordinate procurement and disposal activities in line
    with ASARECA’s regulations.
  • Organize, manage and act as Secretary to the Procurement Committee
    meetings
  • Offer expert input on procurement issues to the procurement
    committee
2. Preparation of procurement plans:
  • Actively coordinate procurement needs
  • Conduct needs assessment and prepare a sourcing strategy
  • Initiate, prepare and review periodic procurement plans and
    budgets
  • Prepare the ASARECA annual procurement plan
3. Manage acquisition of goods, works and services:
  • Receive and review purchase requisitions for clarity, adequate
    specifications, and request for quotations appropriately
  • Process purchase requisitions from users
  • Group the requests and aggregate items for bulk purchases
  • Originate tender/ bid documents for approval by the procurement
    committee
  • Actively coordinate and guide all biding and advertisement
    processes
  • Monitor procurement activities to ensure that deliveries meet
    established specifications or terms of reference
  • Update and maintain a database of suppliers and any other service
    providers
  • Maintain and ensure safe custody of procurement and disposal
    records
  • Intuitively verify invoices and delivery notes and forward for
    payment
  • Actively monitor and build capacity of sub grantees
  • Assess the professional capacity of sub grantees and where
    necessary carry out training
  • Play a leadership and advisory role to sub grantee procurement
    staff in handling procurement tasks and issues
  • Monitor procurements of the sub grantees
4. Contracts Management:
  • Prepare contracts and sub grantee agreements
  • Steer and support negotiations of contracts and ensure compliance
    with ASARECA regulations, the national laws and development partners’
    guidelines
  • Monitor contract implementation
  • Ensure contract close-out, extension or renewal
  • Quickly resolve any emerging contractual conflicts
5. Assets disposal management:
  • Plan and implement disposal of assets
  • Ensure competitiveness and transparency in the disposal process
6. Client Relationships Management:
  • Maintain contact with service providers and all stakeholders
  • Appraise supplier performance
  • Carry out periodic customer satisfaction survey and draw
    recommendations on how to improve service delivery
  • Actively facilitate procurement reviews as may be required
Qualifications,
Skills and Experience: 
  • The ideal candidate must hold a Master’s degree in Business
    Administration with specialisation in procurement, professional
    qualification in procurement (CIPS).
  • Five or more years’ relevant experience at managerial level
    working in a donor funded organisation preferably with an International
    NGO particularly those addressing agriculture and those applying
    partnership approaches is desirable
  • Detailed knowledge of applicable donor rules and regulations such
    as for USAID, World Bank, DFID, EU
  • Past exposure and experience in setting up and managing donor compliance
    monitoring systems, developing and implementing relevant tools
  • Past experience of training and transferring skills to other staff
    members (workshop and one-to-one coaching)
  • Strong procurement and contracting skills encompassing contractual
    interpretation
  • Excellent interpersonal, management and team development
  • Excellent written and oral communication skills
  • Strong leadership and negotiation skills
  • Possess the ability to communicate with employees, vendors and
    ASARECA contacts in a courteous and professional manner
  • Proven ability both to solve complex procurement and contractual
    problems and communicate effectively on these with non-specialist staff
How to
Apply: 
If you believe you
fit the required profile, please send your application in confidence to the
address below indicating the job title in the subject line and send (by post or
email) your application letter and curriculum vitae containing details of your
qualifications, experience, present position, current and expected
remuneration, copies of professional/ academic certificates, day and evening
telephone numbers, e-mail address, names and addresses of three references to:
Head of Human
Resource and Administration
ASARECA
Plot 5 Mpigi Road
P.O. Box 765, Entebbe,
Uganda
E-mail to: hr@asareca.org
Deadline: 2nd
April, 2015

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