Procurement Assistant job at Makerere University Joint Aids Program

Job summary:

Review and monitor the implementation of the procurement cycle policy and guidelines for the timely availability of quality goods works and services at the most competitive prices in line with PPDA and MJAP mission.

Specific duties and responsibilities.

• Implementation of MJAP procurement policy and guidelines in accordance with national Law (Public procurement and disposal of public assets act).
• Provide technical support to user departments in specification development and preparation of comprehensive purchase requests.
• Assist the Procurement Officer to consolidate Procurement Plans for every financial year and updating of the procurement tracker for efficient procurement of goods and services.
• Prepare bidding documents, invite the shortlist bidders to submit their proposals and manage the Tender/Bid opening and communication of awards as per MJAP procurement rules and guidelines.
• Organize and manage contract negotiations with shortlisted suppliers to negotiate terms and
conditions of contracts.
• Implementation of a contract management system for the procurement process including but not
limited to updating the Contracts Registry. Provide technical support to user departments in
contract management, in line with MJAP procurement policy and guidelines and PPDA regulations.
• Organize the relevant information/documents to be used in both the Evaluation and Contracts
Committee meetings then take and file minutes.
• Preparation of Purchase order documentation and contracts for goods, services and works in
accordance with MJAP procurement guidelines and PPDA act.
• Make follow up of supplies to be delivered within the stipulated delivery period according to the
terms of the order/contract/agreement and give feedback to users as regards the progress of their
requisitions.
• Maintain complete physical and electronic procurement and vendor master files in accordance
with MJAP established standards.
• Prepare payment requests with all supporting documentation for timely payment of vendors.
Rectify any discrepancies with Users and vendors to ensure payments are executed.
• Any other duties as may be assigned by the Procurement Officer.

Minimum qualifications, and Job requirements.

• All applicants should have at least a bachelor’s degree specializing in Procurement or its equivalent from a recognized institution, and Professional qualification in procurement e.g. CIPS or other post-graduate qualification in procurement will be added advantage.
• At least three years’ experience in project procurement; and should be highly knowledgeable in the USG and UG procurement procedures and regulations.
• Knowledge in the use of Microsoft Office applications (Word, Excel, and PowerPoint)
• The applicant should have proficiency in E-Procurement.
• A team player with excellent communication skills (both oral and written) and with strong management and analytical skills.
• High level of integrity
• Attention to detail.

Anti-Fraud, Safeguarding & Protection Clause:
MJAP holds a zero-tolerance policy against Fraud, Corruption, Sexual exploitation, abuse, and harassment in all places where our programs are implemented. All MJAP employees are expected to maintain high ethical standards, protect organizational integrity and reputation, and ensure that MJAP work is conducted in honest and fair methods, in accordance with the MJAP Human Resource policies. Any policy Violations shall be subject to corrective action up to and including termination of employment.

Application procedure:

MJAP strives for inclusion and diversity and therefore considers all job applicants based on merit without regard to race, gender/ sex orientation, color, national origin, religion, age, marital status, and disability.
MJAP is an equal opportunity employer committed to having a diverse workforce and does not ask for money at any stage of recruitment. MJAP will not be responsible for such fraudulent correspondence, loss of money, or theft that may result from anyone engaging in any fraudulent recruitment activity. All suitably qualified candidates are encouraged to apply by clearly stating the position applied for in the Subject line.
Combine all your application documentation i.e. cover letter, CV & academic documents into one PDF with names/contact details of three referees including the immediate Supervisor and Head of Human Resources, addressed to: The Human Resources Manager, Makerere University Joint AIDS Program (MJAP). Email: [email protected] NOT later than Tuesday, September
24th, 2024, at 5:00 pm. For details about advertised positions, please visit the website of Makerere University Joint AIDS Program. Consider your application unsuccessful if you don’t hear from us by October 9th, 2024. Offer of employment will be subject to satisfactory references including but not limited to appropriate background checks, criminal records, and previous employment findings of fraud, corruption, sexual exploitation, abuse or harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures. Please ensure that your attachments do not exceed 25 MB. We do appreciate your interest to work with MJAP. However, we regret that only shortlisted candidates will be contacted within 2 weeks after the submission deadline.