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Job Title:   Procurement Officer

Organisation: Church World Service (CWS)

Duty Station: Kampala, Uganda

Reports to:  Procurement Manager

About US:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Job Summary:  The Procurement Officer will primarily be responsible for carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures procurement of high-quality and cost-efficient supplies, equipment and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance.

Key Duties and Responsibilities:

Representation/Engagement (15%)

• Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices.
• Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness.
• Builds and maintains positive relationships with all members of staff, and contactors both within and outside CWS Africa

Compliance (15%)

• Manages the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200
• Responsible for managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements.
• Ensures procurement records are accurate, up to date and in compliance with donor policies.

Data management (15%)

• Tracks vendor invoices and utilities on the procurement excel spread sheet.
• Regularly updates the Note Verbal excel sheet.
• Tracks orders to ensure timely deliveries.

Administration (40%)

• Ensures all approved quotations are captured in SAGE and approved LPOs sent to the vendors.
• Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment.
• Prepares VAT and DUTY exemptions for Ministry of Finance and Uganda Revenue Authority using the relevant processes.
• Participates in budget preparation by researching cost estimates of proposed items.
• Analyses incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings.
• Prepares the Request for proposal (RFP) reports for evaluation /tender committee’s review.
• Completes vendor forms and updates the scans and the vendor list on the fileserver.
• Ensures reconciliations for vendors by comparing invoices and payments.

Additional Responsibilities (5%)

• Performs any other duties as assigned to improve the operations of CWS Africa.

Qualifications, Skills and Experience:

• Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field OR 7 years of experience in lieu of a degree required.
• Diploma in Purchasing and Supplies Management is preferred.
• A minimum of Five (5) years’ experience in procurement or with similar administrative responsibilities required.
• Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook.
• Working knowledge of SAGE and 2 CFR 200.
• Demonstrated strong organizational and time management skills.
• Strong written and verbal English skills.

Abilities

• The Procurement Officer must have the ability to:
• Communicate effectively both verbally and in writing.
• Follow instructions from the Supervisor with a positive and receptive attitude.
• Deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public.
• Conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP.
• Maintain a high-performance standard with attention to detail.
• Carry out all of the duties of the position efficiently and effectively with minimal supervision.
• Take initiative.
• Maintain strict confidentiality with RSC Africa administrative and operational information.
• Manage a large and diverse workload under pressure with competing priorities.
• Work well as a team in a multi-cultural environment while maintaining a high level of motivation.
• Effectively manage RSC Africa’s resources.
• Actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa.
• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required

How to Apply:

All suitably qualified candidates should apply online at the link below.

Click Here

Deadline: 20th May 2024

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