Mott MacDonald Procurement and Administration Officer - Jobs in Uganda

Mott MacDonald Procurement and Administration Officer - Jobs in Uganda

Job Profile

SESIL (Strengthening Education Systems for Improved Learning), is a four-year education programme designed to improve the quality and equity of measurable learning outcomes at lower primary level in Uganda.

SESIL will do this by strengthening the systems needed to manage and raise the performance of four key drivers of learning outcomes: teachers, schools, districts, and assessment and examinations.

Working with the Ministry of Education and Sports (MoES), with funding provided by the UKs Department of International Development, and manged by Cambridge Education, SESIL will support the realisation of two of the MoES’ three strategic objectives as outlined in its Education Sector Plan (ESSP) 2017/18 – 2019/20,


Strategic Objective 2:

  • Enhanced quality and relevant education and training

    Strategic Objective 3:

  • Efficient and effective delivery of education and sports.

    Expected results are:

  • An increase in proficiency in literacy and numeracy scores at primary grade 3 level
  • An increase in the number of girls and boys completing the first four grades of primary school.
  • The programme will work with and through the MoES, other central agencies, and with local governments in around 20 districts in West Nile and in the Eastern Region of Uganda.
  • Initially SESIL will work in five districts in each region, increasing to ten (or more) in the second year.
  • Managing for results (M4R), lies at the heart of SESIL’s approach.
  • M4R involves working with stakeholders across the education system to identify and understand what currently prevents elements within the system from working efficiently.
  • And, once identified, to come up with solutions to address these inefficiencies.
  • SESIL will deliver a range of interventions to support districts to improve learning for all children through better managing for results.
  • The interventions are made up of inter-connected and mutually dependent activities which, in combination, will strengthen district education systems in a lasting and sustainable way.
  • The main areas of development will involve four main groups of stakeholders: district managers, school leaders and teachers, as well as parents and communities.

    Job Description

    The role of Procurement and Administrative Officer will sit within the “Programme Management & Administration Team’ which is responsible for ensuring that all financial, operational and administrative aspects of SESIL run effectively.

    The role holder will be required to do the following in each area:


  • Directly responsible for receiving procurement requisitions, sending out requests for proposals, quotations and expression of interest, and purchasing goods and services for the project.
  • Directly responsible for ensuring that the procurement process, local office instructions (LOI) and STEP are strictly complied with and that value for money (VFM) is obtained through an open and fair competitive process – where value for money is defined in terms of the right quality, delivered in a timely manner and at the optimum whole life value.
  • Directly responsible for preparing local purchase orders and supplier contracts based on MM standard T & C’s, contract management, performance and administration in compliance with MM policies and procedures.
  • Actively develop and maintain relationship with suppliers that is mutually beneficial, long term and trust-based, and act responsibly, with integrity and be fair, honest and open in all commercial activities.
  • Responsible for managing the database of suppliers known as the Approved Suppliers’ Register (ASR), as well as evaluating and managing their performance.
  • Responsible for preparing procurement plans each phase of the project, producing forecasts and budgets in sync with technical work plans and overall business plans.
  • Directly responsible for ensuring the timely settlement of all undisputed supplier invoices.

    Events and Logistics

  • Administer finances at events, in accordance with Mott MacDonald Finance procedures, when required;
  • Liaising with hotels and accommodation providers;
  • Support in the effective mobilization of international staff and sub-consultants coming from overseas, including:Communications with UK team members for support with visa applications, flight bookings, and security briefings;
  • Management and timely communication of local arrangements such as airport transfers and hotel bookings;
  • Supporting the development and regular update of welcome packs and induction information;
  • Also support in the development of similar arrangements for managing mobilization from overseas directly to the field.
  • Support finance during workshops, meetings and conferences Administration
  • Managing the mobile communications (project phones, phone credit, internet, etc);
  • Maintain operations records in accordance with Mott MacDonald processes and procedures;
  • Supporting in the ethics, transparency and accountability principles of the Programme and of Mott MacDonald;
  • Directly responsibility for ensuring that company and programmes assets and inventory are tagged, stored, transferred or disposed correctly, and that a register and inventory record is maintained, up-to-date and accurate.
  • Be proactive and responsive to performing any other duties and responsibilities as assigned by the Deputy Programme Manager or Senior Management Team.

    Candidate Specification

    Required competencies and experience

  • Minimum of bachelor’s degree in Procurement and Logistics Management, Business Administration, Commerce or other related disciplines from a recognized institution and preferably professional certification.
  • proven experience in an operations and administrative role.
  • Experience handling procurement challenges in Uganda and in negotiating contracts to ensure efficient use of resources;
  • Excellent written and spoken communication skills in English;
  • Willingness to be pro-active, responsive and flexible to the changing requirements of the project;
  • Excellent IT skills and confidence in Outlook, MS Word, Excel and PowerPoint;
  • Ability to coordinate various activities at the same time;
  • Ability to work quickly and effectively under pressure;
  • A team player with experience of working within team hierarchies and towards the common vision of a programme;
  • Ability to liaise with UK-based staff in English by email and telephone.
  • Other desirable competencies and experience
    Experience of working on donor-funded programmes in multi-national teams;
  • Ability to draft invitation to bid, tenders, and request for quotations and proposal in English;
  • Ability to draft contracts, processes and procedures in English.

    How to Apply
  • Interested and qualified candidates should apply online by 24th June 2019
  • For more information and job application details, see; Mott MacDonald Procurement and Administration Officer - Jobs in Uganda

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