Procurement Officer Job at War Child Uganda

PROCUREMENT OFFICER

Based in: Kampala with field travels

Report to: Logistics Coordinator (LC)

 Salary Range: UGX Gross (2,400,000 – 3,694,690)

Reports to: Logistics Coordinator

General

The Procurement Officer is primarily responsible for the efficient and effective conducting of procurement activities within the organization. The role ensures all procurement of goods, services and works in accordance with WCH policies and procedures.

The Procurement Officer is based at the Kampala office with regular field visits.

Objective of the job

1. Procurement of WCH assets in accordance with WCH Methodologies.

1. Documentation, Reporting, and Archiving of procurement activities
2. Asset Management
3. Management of WCH FacilitiesEssential functional relationsThe Procurement Officer reports to the Logistics Coordinator; with dotted line work path to the Operations Manager.Essential functional relations include Finance/Programs/Logistics/HR and field teams.

   Roles and responsibilities

   1. Ensure effective and efficient Procurement of goods, services and works following            WCH     and donor procedures.

• Ensures all procurement is initiated on time and complies with each donor requirements.

•  Makes monthly reports on what has been procured, pending and forecasted.

• Make and circulate weekly updates of procurement status and share with teams.

• Responsible for bidding processes as per WCH guidelines and ensure bidders/suppliers are notified of the outcome.

• Collects, analyzes, evaluates and gives objective recommendations of quotations.

• Manage regular relationships with suppliers and contractors in a way that facilitates smooth flow of services to WCH and projects/programmes; Sources and liaises with suppliers to ensure effective and timely delivery of supplies.

• Responsible for acquiring preferred suppliers, managing them and ensuring periodic review/renewal of relationships with supplier.

• Responsible for regularly updating and maintaining Supplier Database, monitoring supplier performance;

•  S/He negotiates prices with suppliers as much as possible, taking into account the delivery time, the quality as well as any discount and guarantee after servicey

• Ensure that all procurement activities are done in line with value for money approach;

• Responsible for proper documentation and archiving of procurement activities; Ensures a proper administration and filling of procurement documents

• In collaboration with other teams, ensures stock controls are in place and effectively used.

• Adhere to WCH zero-tolerance policy regarding corruption and fraud, as well as WCH Code of Conduct, Child Safeguarding and Ethical Procurement Guidelines and best practices

1. Documentation, Reporting, and Archiving of procurement activities

• Responsible for completeness and proper referencing of procurement dossiers;

• Scans and files all procurement documents on the Procurement share folder;

• Update and circulate Procurement Tracker (PRTS) weekly

• Regular update requesters on the status of their procurement orders and provide clarifications/recommendations to enable them make informed decision, where ever required.

1. Asset management

• Support other teams in ensuring timely repair and maintenance as well as proper usage.

• Support in asset tracking and monitoring

1. Management of Facilities

• In collaboration with, ensures timely repairs and maintenance (e.g. electricity, plumbing, masonry, etc.) work at WCH office building and expat houses;
• Ensures regular tracking of utilities bills and timely payment of same;Qualifications/ Skills & CompetenceQualifications, Experiences & Skills

•  Bachelors in Procurement and Logistics Management is preferred

•  At least 3 years of working experience in procurement and logistics management is required.

•  Fluent in English (spoken and written word)

•  Experience with iNGO and working with institutional donors is preferred.

• Good communication skills, service oriented and a pro-active attitude

• Logical thinking skills, multitasking and a practical, hands-on mentality

• Result focused and persistent to reach goals

• Good MS Excel skills is preferred.

• Basic IT knowledge is preferred.

• Planning and organization skills, efficient and conscious of time

• Ability to work with a high degree of professionalism

• Accurate, consistent and transparent

•  Team player.

Commitment to the vision and goals of War Child Holland in Uganda, including adherence to the Child Safeguarding Policy, is essential”

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