PPG on behalf of our client is seeking for a highly motivated and qualified individual with outstanding procurement management experiences. This position is specifically responsible for efficiently and effectively managing and coordinating all aspects of procurement for our client to ensure that all projects and operations have the goods and services needed, when they need them. Ensuring best value for money at all times and upholding the highest standards of ethical conduct in dealing with suppliers and contractors while being compliant to company policies and procedures, donor regulations and statutory government of Uganda guidelines.
Reports to : Head of Finance
A. Preparation and Planning
Establish procurement plans on a quarterly basis in consultation with respective Heads of Department and Project Management Teams to identify the main types of goods and services that will be needed based on the current portfolio of projects and operations, and use this to conduct regular market assessments of best sources and prices.
Proactively consult with peer organizations and the private sector to identify new potential suppliers that can be added to the updated Approved Preferred Supplier List (PSL), and whenever possible develop relationships and negotiate better prices
Maintains continued working relationship with local suppliers, visit vendor facilities to ensure contract terms are respected whenever situation warrants.
Ensure that all purchases are completed on time
Ensure that all procurement is done efficiently according to the Policy guidelines, company Procurement Manual and consistent with relevant donor requirements.
Ensure that all actions are governed by the highest standards of ethics, personal and business conduct as stipulated in the financial policies and the Procurement Manual.
Review all Purchase Requisitions (PRs) and verify price target that all specifications and requirements are clear and that all corresponding authorizations have been obtained.
Ensures that all Requests For Quotations (RFQs) clearly present all specifications and requirements as stated in the PR.
Receive and review all bids and quotations in accordance with price target and specifications, and prepare quotes analysis sheet.
Organize Procurement Committees (PC) and Tender Committee (TC) review meetings when needed, and ensure they follow all applicable guidelines as stipulated in the Procurement Manual.
C. Recordkeeping and Reporting
Maintain the filing of documents concerning logistical and procurement matters according to the filing structure. This includes maintaining documentation for external auditors in accordance with external donors’ policies and procedures, to verify that the Company Procurement Manual has been followed.
D. Maintain robust and transparent procurement records to comply with procurement and financial regulations.
Relevant documentations shall include Purchase Request, Bid Analysis, Request for Quotation, Purchase Order, Delivery Note, Goods Received Note, Payment Request and Contracts are processed and filed as appropriate.
Maintain an Approved Preferred Supplier List (PSL) with updated information on pricing by goods and services and performance based on recent post-delivery evaluations or feedback.
Creates vendor files with all necessary details by service category (e.g. stationery suppliers, electrical items suppliers, transporter, etc.)
E. Property and Asset Management
Ensure that all assets and consumables necessary for the smooth functioning of company operations are properly managed and maintained on a permanent basis.
Implement and manage all types of tender procedures, obtain quotations, place orders/contracts with suppliers/candidates as per Procurement Manual.
When necessary/appropriate, make sure that Head of Finance is updated on a monthly basis on the balance of goods shipped to the field.
The Logistics Unit of a programme is responsible for transport, handling, storage and control of goods, and equipment.
As needed or at the request of the Head of Finance, travel to the field to ensure that what has been delivered is stored properly and accounted for.
F. Communication, Coordination and Other Duties
Ensure personnel designated to receive (admin. or logistics) have as much advance notice as possible of expected delivery of goods and prepare the Goods Received Note (GRN).
Provides details of assets or equipment’s procured (type, quantity, supplier, price, fund/project etc) to the Administrative staff responsible for inventory management.
Following segregation of duty recommendations, work with staff person(s) assigned in admin. or projects for receiving to resolve any quantity discrepancies between PO and supplier's delivery note.
As needed and always respecting segregation of duties recommendations, communicate with suppliers to return any damaged goods or mis‑ordered goods to suppliers, and ensure substitution or completion of goods ordered if still applicable.
Follow up with finance team to ensure timely payments as per contracts and purchase orders
Assist in the preparation of agreements, memos and letters as needed.
Keep requestors informed of the status of all local and international orders until orders are received.
Desired Qualifications, Skills and Experience:
a. Required: A minimum of a Bachelor’s degree in Procurement, Supplies and Logistics Management or equivalent.
b. Desired: Chartered Institute of Procurement and Supply Professional Certification
c. Preferred: Must have at least Five (5) years’ work experience in Procurement Practice with an International NGO.
d. Preferred: Membership in a professional purchasing organization.
e. Good writing and analytical skills. Ability to apply creative thinking to practical problem solving with an aim of improving service delivery. The person must be able to work with minimum supervision
f. Ability to manage multiple tasks at a time and work effectively with colleagues from different backgrounds
g. Computer Literacy in MS word and MS Excel, experience in E-mail an advantage
h. Cultural sensitivity and demonstrated ability to work successfully with diverse constituencies required;
i. Membership in a professional purchasing organization preferred.
j. Demonstrated ability to communicate clearly and concisely in written and spoken English
k. Proven ability to prepare reports and maintain complete files and records.
l. Must be scrupulously honest and always foster an atmosphere of trust and integrity.
m. Demonstrated ability to perform fast, efficient and cost effective procurement service while maintaining the organization high standards.
n. Good computers and ICT skills, fully capable with Microsoft Office (MS Word, Excel and PPT), and experience conducting internet sourcing and price comparisons.
o. Good negotiator.
p. Experience conducting market research
q. Committed to always providing highest possible customer service.
r. Good organizational skills.
s. Ability to assimilate and analyse situations, plus skill in handling unexpected situations.
t. Demonstrated ability to negotiate and implement service level agreements.
u. Excellent interpersonal communication skills and relationship builder.
Kindly send your Cover letter and CV to:
OR Hand Deliver at:
People Performance Group
Plot 8 Kitante