Diploma USAID Project Jobs – Administrative Assistant / Procurement Officer – Abt Associates

Job Title: Administrative Assistant / Procurement Officer

Organization: Abt Associates

Duty Station: Kampala, Uganda

About US:

Abt Associates is an engine for social impact, fueled by caring, curiosity and cutting-edge research that moves people from vulnerability to security. Whether it’s welfare or weather disasters, the environment or economics, agriculture or HIV and AIDS, we address the world’s most pressing issues.

Job Summary:  The Administrative Assistant / Procurement Officer supports the procurement and administrative functions of the VectorLink project in Uganda.

Key Duties and Responsibilities:

• Assists in the management of local procurements, customs clearance procedures, inventory control, and the logistics functions of the project
• Maintains strict compliance with US-government policies and procedures
• Create purchase orders in Quicken, scanning and uploading all documentation
• Assist in receiving and tracking procured/acquired assets
• Update and maintain an accurate Inventory tracker
• Assist with the preparation of Request for Quotations (RFQ) and Requests for Proposals (RFP)
• Assist in the preparation of Purchase Orders and Contracts for commodities
• Planning and coordinating procurement of goods and services
• Consult with and educate departments about sourcing strategies, supplier outreach and procurement processes/requirements
• Property Administration – Tag and track assets and controllable assets project-wide, handle moving and storage needs for all departments, ensuring compliance with records retention requirements of the program
• Resolve issues related to delivered goods, using initiative, liaising with all parties and following standard processes, to ensure timely and accurate resolution of problems
• Book and track accommodation in collaboration with project staff
• Assist in planning logistics for meetings/seminar/trainings, providing the location and materials, as well as supervising the process of paying per diem and snacks/meals
• Assist and lead, if delegated by Procurement manager, in performing procurements, including identifying reliable service providers, evaluating quotes, preparing the bid analysis, giving recommendations after approval, requesting invoices
• Maintain and update monthly inventory lists, excluding the warehouse that will be controlled by the Program & Logistics Coordinator
• Ensure the proper use of goods, materials, and equipment at the office
• Control stock of office supplies ensuring a timely and proper preparation of procurement plans for the office and project
• Monitor and forecast upcoming levels of demand and track inventory levels
• Keep records of all documents received
• Manage the transport of goods to field sites
• Book and track accommodation of VL Uganda employees
• Assist in planning logistics for meetings/seminar/trainings, providing the location and materials, as well as coordinates process of paying per diem and snacks/meals.
• Handle the process of filling in logbooks by drivers and summarize in Excel for tracking fuel usage.
• Assist drivers in the process of completing Timesheets and completing travel advance and Travel Expense Reports.
• Perform general clerical duties to include but not limited to: photocopying, mailing, and filing.
• Sign for and distribute UPS/Fed Ex/DHL Skynet  packages;
• Responsible for purchase office furniture and office supplies.
• Coordinate and maintain records for staff office space, phones, parking, company office keys.
• Purchase of tickets and some payments
• Manage petty cash for the office
• Book taxis, couriers, hotels etc.

Qualifications, Skills and Experience:

• The ideal candidate must hold a Diploma in Logistics, Business, Management, Administration, or other relevant field; Bachelor degree is preferred
• At least three years of relevant professional experience, with significant experience in procurement and administrative duties
• Experience on USAID-funded development programs with high volume of procurement and thorough knowledge of Federal and AID Acquisition Regulations (FARs and AIDARs) is highly desired. Strong knowledge of USAID rules and regulations as they relate to procurement
• Excellent organizational, interpersonal communication and computer skills
• Experience with USAID and donor projects is highly desirable
• Demonstrated experienced in computer skills (able to run programs such as Microsoft word, Excel)
• Demonstrated command of English required
• Experience and knowledge of Federal and AID Acquisition Regulations (FARs and AIDARs) is desirable

How to Apply:

All candidates should apply online at the link below.

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