The Ugandan Jobline

Job Title:   Procurement and Supply Chain
Manager

Organization:  The AIDS Support
Organization (TASO Uganda)

Duty Station:   Kampala, Uganda

Reports to: Executive
Director

Ref:TS/HR/
ADVC01: Procurement and Supply Chain Manager

About US:

The AIDS Support Organization (TASO Uganda) is an
Organisation contributing to a process of preventing HIV infection, restoring
hope and improving the quality of life of persons, families and communities
affected by HIV infection and disease. TASO is implementing various projects
funded by the President’s Emergency Plan for AIDS Relief (PEPFAR) through the
Center for Disease Control and Prevention (CDC), United States Agency for
International Development (USAID) and the Global Fund to support the Government
of Uganda accelerate epidemic control and the attainment of the UNAIDS 95 95 95
goals.

Job Summary: The
Procurement and Supply Chain Manager shall take a leadership role in executing
an effective and efficient procurement and supply chain function. He/she shall
manage the entire process in the planning of procurement and supply chain
activities and, shall ensure value for money and competencies in maintaining
transparency, integrity and compliance with established rules and regulations.

Key Duties and Responsibilities:  

·      
Manage the entire process in the planning of
procurement and supply chain activities, inventory control, logistics and
distribution, ensuring effectively-functioning processes to avoid costly delays
and lost opportunities.

·      
Promote effective lines of communication between
the user departments and the procurement team to ensure priority requirements,
timely delivery of goods, works and services using the most appropriate procurement
procedures.

·      
Introduce process improvements in the supply
chain and identify new vendors/suppliers without jeopardizing quality and
service delivery.

·      
Manage relationships with vendors, suppliers and
contractors that facilitate smooth flow of services.

·      
Ensure full compliance of procurement activities
in line with the TASO Procurement Manual.

·      
Implement effective internal control, proper
design and functioning of a client-oriented procurement management system for
projects and related reporting requirements.

·      
Ensure effective use of internal Standard
Operating Procedures in Procurement, control of workflows, monitoring and
elaboration of improvements in systems and processes.

·      
Manage and monitor all transactional procurement
including tendering processes, evaluation, contracting, contract management,
legal considerations and payment conditions, contractors, performance
evaluation and risk assessment.

·      
Implement strategic procurement including
sourcing strategy, supplier selection and evaluation, quality management,
customer relationship management and performance measurement.

·      
Ensure timely preparation of procurement plans
for projects and monitor their implementation in full compliance with the TASO
Procurement Manual.

·      
Review and pre-clear submissions below the
Headquarter Procurement Committee (HPC) thresholds.

·      
Develop and manage the rosters of suppliers,
elaborate supplier selection and evaluation, quality and performance
measurement mechanisms.

·      
Prepare monthly, quarterly and annual
procurement plans and progress reports as required.

·      
Assess the needs and prepare requirements,
specifications as required for pharmaceuticals and health products.

·      
Prepare documentation for specifications,
selection, quantification, procurement and distribution of pharmaceuticals and
health products.

·      
Monitor the distribution and ensure timely
availability of pharmaceuticals and health products to all the SRs and the
Private Not for Profit (PNFP) facilities.

·      
Make field visits to support and validate PSM
related reporting from SRs and PNFP facilities

·      
Train and mentor SR and staff on PSM procedures
for handling of pharmaceutical and health products.

·      
Ensure that information on the supplies of
pharmaceuticals and health products to SRs and PNFP facilities

·      
Provide oversight over various contract
management processes and ensure transparency.

·      
Develop and implement systems for internal
control that would ensure compliance with contractual terms and conditions in
collaboration with the heads of departments.

·      
Negotiate contract terms with bid winners and
the selected contractors in the best manner achieving the best interest of
TASO.

·      
Monitor and analyze contract performance against
agreed benchmarks through agreed reporting mechanisms and advise TASO
Management on potential issues and recommend remedial actions

·      
Negotiate, within the terms and conditions of
the contract, solutions to conflicts/problems arising in case of poor
performance or non-compliance with contractual obligations and convene meetings
with contractors to allow ample opportunity for the identification and early
resolution of potential disputes.

·      
Conduct activities required by the contract
including logistical support, accreditation, licensing, verification of goods,
monitoring of activities and performance of suppliers.

·      
Develop appropriate contract management tools,
guidelines and manuals for standardization and knowledge sharing purposes.

·      
Review Purchase Orders, Amendments, and requests
for contract awards ensuring that all specifications, terms and conditions are
clear and correct.

·      
Prepare assets disposal plans and take lead in
the disposal process in compliance with established rules and procedures.

·      
Conduct physical visits on a regular basis with
the aim of monitoring and evaluating the disposal process at different COEs/
Projects

·      
Facilitate customs clearance of imported
supplies, materials, equipment and/or vehicles.

·      
Organize and deliver trainings for the
operations/project personnel on procurement, supply chain, logistics, assets
management and synthesize lessons learned and best practices

·      
Conduct timely performance appraisals and target
setting.

·      
Mentor and coach subordinates to promote a
skilled procurement resource.

·      
Promote a zero-tolerance for violations of
procurement policies and procedures and ensure all activities are compliant
with standard reporting requirements and audits.

·      
Manage the entire Procurement Office and
coordinate with respective practitioners from projects and COEs.

·      
Ensure regular submission of procurement
activity reports, logistics and assets disposal reports to management.

Key Outputs

·      
Procurement and Supply Chain Functions
implemented

·      
Contracts Administration and Management done

·      
Logistics and supply chain Management done

·      
Bidding documents developed and bid evaluations
done as per policy

·      
Procurements for Sub-recipients (SRs) reviewed
for no-objection

·      
Capacity of SRs in procurement and supply chain
management built

·      
Leadership and Supervision provided

Qualifications, Skills and Experience:

·      
The applicant must possess a Chartered Institute
of Purchasing and Supply Management Certificate, a Master’s Degree in
Procurement and Supplies Management and Membership to the Institute of
Procurement Professionals of Uganda (IPPU).

·      
At least five years of experience in the management
of procurement activities in a fairly large organization, preferably
donor-funded. At least two (2) years’ experience in operations related to
supply chain management of health and / or pharmaceutical products

·      
Familiarity with the operations of the health
sector in Uganda

·      
Specific Knowledge of Laws, policies and
regulations governing procurements will be an added advantage.

·      
Key Skills: Interpersonal skills, Communication
skills, Negotiation skills and Computer skills.

·      
Other Qualities/Attributes: StrongIntegrity,
Confidentiality, Team player, Empathy, Visionary and Proactive and Innovative.

How to Apply:

All qualified candidates are invited to submit their resume,
copies of certified academic certificates, testimonials and three referees, two
of which should be professional referees including their telephone and email
contacts.

All interested Candidates MUST fully fill the TASO Online
Job Application Form, scan and save all the relevant documents in one folder
and forward online applications with the relevant credentials to:

Click Here

Deadline: 27^thFebruary
2020 by 11:59 pm

NB: While TASO appreciates all the interested applicants,
only shortlisted candidates will be contacted for interviews. In case you do
not hear from TASO Uganda One (01) month after the closing date, please
consider yourself unsuccessful.

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