Church World Service Procurement Officer Jobs in Uganda

Church World Service Procurement Officer Jobs in Uganda

Job Description

Position Title: Procurement Officer

Reports To: Admin Supervisor

Division: Immigration & Refugee Program+ (IRP+)

Department: Administration

Job Location: Kampala, Uganda

Grade Level: Grade 5, Officer, National

Primary Purpose

This position is primarily 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.

Supervision

This position reports directly to the Procurement Supervisor.

Essential Duties

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

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

Manages the flow of complete procurement documents between the departments

Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices

Tracks vendor invoices and utilities on the procurement excel spread sheet

Prepares VAT and DUTY exemptions for Ministry of Finance and Uganda Revenue Authority using the relevant processes

Regularly updates the Note Verbal excel sheet
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 committees review

Completes vendor forms and updates the scans and the vendor list on the fileserver

Ensures reconciliations for vendors by comparing invoices and payments

Participates in developing, facilitating, implementing, monitor and reviewing procurement plans

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

Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness

Coordinates and facilitates the vendor pre-qualification process

Ensures procurement records are accurate, up to date and in compliance with donor policies

In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required

Tracks orders to ensure timely deliveries

Builds and maintains positive relationships with all members of staff, and contactors both within and

outside CWS Africa

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

Qualifications

Education:

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

Experience:

Five (5) years’ experience in procurement or with similar administrative responsibilities

Knowledge/ Skills:

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;

Physical requirements: This position requires bending, sitting, standing, walking, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying light loads.

Working environment: Normal office working conditions

Special Requirements:

Certificate of Good Conduct issued within the last one year (12 months) required before the start of employment. Employee will be entrusted with the receipt, custody and payment of money.


How to Apply

For more information and job application details, see; Church World Service Procurement Officer Jobs in Uganda

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