Management Sciences for Health Senior Procurement and Operations Officer Jobs in Uganda

Management Sciences for Health Senior Procurement and Operations Officer Jobs in Uganda


Overview

  • The 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.

    Specific Responsibilities

    Procurement (40%)

  • 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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