Management Sciences for Health Senior Procurement and Operations Officer Jobs in Uganda
Management Sciences for Health Senior Procurement and Operations Officer Jobs in UgandaOverviewThe Senior Procurement & Operation Officer is primarily responsible for general office operations procedures; Procurement & Preparation of Purchase Orders for goods and services for project travel, meetings/workshops and accommodation inclusive of STTA travel/accommodation support.
S/he ensures that these functions are operated in a cohesive & integrated manner with teammates and cross cutting operations and technical departments.
The Officer is aware of, and adheres to MSH’s values and integrity standards and that actions are aligned to MSH policies and standard operating procedures, and donor requirements.
S/he is a member of the MSH Uganda Operations team and reports directly to Procurement and Operations Manager.
Receive purchase requests, ensure completeness, check approvals authorizations, confirm specifications, quantities, verify if Requests do not contains restricted or ineligible goods/services and process purchase Orders for requests up to USD.25,000.00 or its equivalent in local currency per any one transaction in accordance with the MSH SoPs and donor guidelines.
Participate in evaluation, negotiation and selection of providers for goods and services according to SoPs.
Receive goods/deliverables, verify quality and quantity against the Orders alongside technical representatives.
M-DRIVE filing/ maintenance of complete procurement files per checklists for all approved POs.
Maintain and update Logistics/procurement Tracker, follow up deliveries and provide regular updates on status of procurements and payments.
Receive invoices, review for accuracy and satisfactory delivery approvals. Verify tax certificates from vendors before payment is made.
Make recommendations to supervisor concerning new contracts or renewals with suppliers of contracted services. Monitor operation of services according to agreements.
Conduct Preventing Terrorist Funding for vendors using the watchdog systems or prevailing guidelines for vendor selected to supply goods/services.
Contracts Management –Ensure compliance with terms and conditions of the purchase orders.
General Operations 40%
Ensure offices and facilities are safe and that working environment is clean and conducive.
Ensure that appropriate safety and security precautions are in place in MSH offices and vehicles.
Coordinate with project staff to ensure effective and efficient support for workshops, trainings and events. Pro-actively plan for events and prepare operational and logistical support needed.
Coordinate field travel logistics such as transportation and accommodation for staff and participants, facilities, catering, stationery and other special needs requirements working with Administrative Officer.
Arrange for and book staff/STTA for accommodation both in-country and outside of Uganda ensuring that facilities rates are within approved limits.
Review invoices/event bills for accuracy/compliancy, discuss adjustments with providers before submission for payment.
Maintain records of eligible/ potential venues in the areas of operation, review and verify data on a routine basis to determine suitability. Provide supervision to facilities staff and be accountable for their performance (including regular results, check-ins, formal appraisals, supportive supervision, training/ coaching and career development support)
Conduct regular inspection of the generator to ensure adequate lubricants and fuel levels, Follow up on regular service requirements and maintenance of office equipment in line with MSH policy.
Assets/Inventory management (20%)
Maintain Project assets and inventory register. ensuring new items details are recorded, tagged and register updated with movement of the respective items but also ensuring maintenance/repairs, safety and security in accordance with MSH and donor regulations
File and follow up on insurance claims until settlement, working with Insurance brokers and or insurance companies
Qualifications and Experience
Degree in Public/Business Administration or other relevant training with a minimum 5 years operations /administrative; /procurement qualifications/experience will be an added advantage.
Demonstrated experience in managing office operations, planning and coordinating workshops and events and managing assets.
Excellent interpersonal skills; demonstrated ability to interact professionally with diverse clients and stakeholders.
Demonstrated competence to assess priorities and manage a variety of activities in a time-sensitive environment and meet deadlines with attention to detail, quality and remaining calm under pressure.
Knowledge of donor regulations preferred and ability to work independently, take initiative and learn complex procedures.
Computer skills in word processing, database, presentation, and spreadsheet applications; Microsoft Office preferred, along with ability to learn new software packages.
Good supervisory and conflict resolution skills.
Commitment to uphold high standards of moral and ethical business practices
How to Apply
For more information and job application details, see; Management Sciences for Health Senior Procurement and Operations Officer Jobs in Uganda
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