Operations Specialist job at TechnoServe

About TechnoServe:

Everyone deserves the opportunity to build a better future. This simple idea has been at the heart of TechnoServe’s work around the world for over 50 years. TechnoServe is a pioneer in leveraging the power of business and markets to create sustainable pathways out of poverty.

The low-income communities in which we work are full of enterprising people. Their small-scale farms and businesses are the keys to economic development. But they face many challenges: low literacy, lack of access to jobs and markets, unpredictable political dynamics and, increasingly, the effects of climate change. For many women and young people, the challenges are even more daunting. Working with TechnoServe (TNS) staff, people around the world are lifting themselves out of poverty. The results are amazing...when incomes increase and living conditions for families get better, they are able to access health care and education previously out of reach. Communities and even whole countries are better off.

Job Summary:

The Operations Specialist is responsible for conducting specific procurement, logistics and administrative activities under the supervision of the Operations Cluster Manager. Working closely with program team and Finance. The Operations Specialist is instrumental in supporting program activities by ensuring compliance and through accomplishing specific tasks listed under primary functions & responsibilities. The role will support Growth program procurement in Uganda.

Program Overview:

Building on the successes of TechnoServe’s Horticulture Market Acceleration Program (HortiMAP), Growing Resilience and Opportunities for Wealth Through Horticulture (GROWTH) will deepen farmer ownership and drive lasting transformation in Uganda’s horticulture sector.

Over five years, GROWTH will support 200,000 smallholder farmers to engage in profitable and resilient horticulture markets. The program will increase and stabilize farmer incomes, reduce post-harvest losses, enhance food security, and create thousands of new jobs across value chains. At a systems level, it will expand access to affordable finance, strengthen compliance with food safety standards, and improve market linkages across domestic and regional trade. GROWTH is rooted in a farmer-led approach that leverages participatory planning, so that farmers and their organizations will define their priorities, shaping interventions that reflect local needs.

GROWTH aligns with the Dutch Embassy’s Multi-Annual Country Strategy 2023–2026, contributing to food and nutrition security, sustainable land use, private sector growth, and climate adaptation. It also supports the Netherlands’ broader ambition to connect aid and trade, facilitating partnerships between Dutch and Ugandan enterprises in areas such as irrigation, seed systems, and cold chain solutions. GROWTH will be a EUR 13 million investment over five years.

Primary Functions & Responsibilities:

Procurement management (60%)

• Coordinate annual project-based procurement planning in collaboration with the program team.
• Ensure procurement compliance to TNS or donor policy at all stages of the procurement process,
• Issue Request for Quotations, proposals, and tender documents, participate in procurement evaluation process, draft contract/LPOs, issue LPOs.
• Ensure that correct documentation for procurement and contracts are completed and filed to TNS procurement standards and policies.
• Work with the Program team to ensure contract terms are observed by contractors, constantly making follow ups and providing necessary amendments for contracts.
• Ensure timely and accurate supplier payment processing and documentation.
• Guarantee timely and cost efficient execution of all Purchase Requests received and delivery of the goods requested in the correct quality and quantity for the best possible price (Value for money).
• Maintain a pre-qualified supplier database and regularly update supplier profiles,
• Initiating and keeping track of the order placement processes to ensure timely delivery of service and goods.
• Provide frequent update to programs on all pending and pipeline procurement in a timely manner that foster decision making process and supports project implementation,
• Act as a focal person in appsheet/GPS transactions including creation of vendor cards, online procurement execution, approval follow ups and system troubleshooting and escalations,
• Participate in Supplier information verification, due diligence, workshop visits.

Logistics management (20%)

• Support the Drivers as necessary to ensure that vehicle repairs, insurance and payments are made on time and in accordance with TNS policy.
• Responsible for monthly vehicle/motorcycle and fuel reporting and reconciliation,
• Coordinate and plan weekly/daily movements of vehicles based on weekly transport requests forwarded by the requesters and ensure that sufficient planning and coordination of vehicle movements is in place and adhered to by all requesters.
• Responsible for ensuring that periodic vehicle safety checks are carried out and relevant records kept with the checklists involved.
• Ensure that all documents and records related to the vehicles exist in each vehicle’s file along with weekly/monthly reports and any other paperwork related to the vehicle or vehicle operation.
• Receive reports of accidents, take appropriate action together with the line manager and make assessments of damage and subsequent action to be taken regarding repairs and insurance claims.
• Ensure that all vehicles and motorcycles are tracked and any tracking system issues reported to the service provider for immediate rectification,
• Arrange travels in compliance with TechnoServe travel policy

Asset/Inventory management (5%)

• Responsible for logging all new assets in the asset register and ensuring the appropriate coding and tagging are placed on each item. Regularly updates asset registers with changes and new acquisitions.
• Conduct periodic physical asset verification and update the asset register as appropriate,
• Consolidate list of asset for disposal and conduct the disposal process after approval of the list,
• Ensure that proper systems and procedures as well as appropriate safety and security provisions are implemented and maintained during stock movement and management.
• Ensure that all beneficiary acknowledgement forms are filed by programs and available when needed for audit.

Administration management (15%)

• Responsible for accommodation bookings and timely clearing of accommodation bills as required in coordination with the finance department.
• Ensure that standard office refreshments, teas, supplies, drinking water and others are available from time to time as may be required,
• Maintained a good filing system and ensure all documents are stored in a retrieval manner,
• Coordinate office repair and maintenance including office equipment repair,
• Assure the confidentiality of dispatches delivered or received and that all such dispatches are recorded accordingly,
• Ensure a clean and presentable office environment,
• Responsible for opening and closing the office,
• Liaise with finance to keep track of and payment of office running cost such as utility bills and rent renewal among other administrative support.
• Timely preparation and submission of monthly reports,
• Liaise with the security company and ensure the office safety and security is maintained at all times,
• Perform any other duties as may be assigned by your supervisor

Basic Qualifications & experience

• Bachelor’s degree in Procurement & Logistics/supply chain management, Transports and Logistics management,
• A minimum of 3 years of work experience in procurement, logistics and or a supply chain management role in and INGO set up or a reputable organization,
• Experience in dono

• Coordinate annual project-based procurement planning in collaboration with the program team.
• Ensure procurement compliance to TNS or donor policy at all stages of the procurement process.
• Issue Request for Quotations, proposals, and tender documents, participate in procurement evaluation process, draft contract/LPOs, issue LPOs.
• Ensure that correct documentation for procurement and contracts are completed and filed to TNS procurement standards and policies.
• Work with the Program team to ensure contract terms are observed by contractors, constantly making follow ups and providing necessary amendments for contracts.
• Ensure timely and accurate supplier payment processing and documentation.
• Guarantee timely and cost efficient execution of all Purchase Requests received and delivery of the goods requested in the correct quality and quantity for the best possible price (Value for money).
• Maintain a pre-qualified supplier database and regularly update supplier profiles.
• Initiating and keeping track of the order placement processes to ensure timely delivery of service and goods.
• Provide frequent update to programs on all pending and pipeline procurement in a timely manner that foster decision making process and supports project implementation.
• Act as a focal person in appsheet/GPS transactions including creation of vendor cards, online procurement execution, approval follow ups and system troubleshooting and escalations.
• Participate in Supplier information verification, due diligence, workshop visits.
• Support the Drivers as necessary to ensure that vehicle repairs, insurance and payments are made on time and in accordance with TNS policy.
• Responsible for monthly vehicle/motorcycle and fuel reporting and reconciliation.
• Coordinate and plan weekly/daily movements of vehicles based on weekly transport requests forwarded by the requesters and ensure that sufficient planning and coordination of vehicle movements is in place and adhered to by all requesters.
• Responsible for ensuring that periodic vehicle safety checks are carried out and relevant records kept with the checklists involved.
• Ensure that all documents and records related to the vehicles exist in each vehicle’s file along with weekly/monthly reports and any other paperwork related to the vehicle or vehicle operation.
• Receive reports of accidents, take appropriate action together with the line manager and make assessments of damage and subsequent action to be taken regarding repairs and insurance claims.
• Ensure that all vehicles and motorcycles are tracked and any tracking system issues reported to the service provider for immediate rectification.
• Arrange travels in compliance with TechnoServe travel policy.
• Responsible for logging all new assets in the asset register and ensuring the appropriate coding and tagging are placed on each item. Regularly updates asset registers with changes and new acquisitions.
• Conduct periodic physical asset verification and update the asset register as appropriate.
• Consolidate list of asset for disposal and conduct the disposal process after approval of the list.
• Ensure that proper systems and procedures as well as appropriate safety and security provisions are implemented and maintained during stock movement and management.
• Ensure that all beneficiary acknowledgement forms are filed by programs and available when needed for audit.
• Responsible for accommodation bookings and timely clearing of accommodation bills as required in coordination with the finance department.
• Ensure that standard office refreshments, teas, supplies, drinking water and others are available from time to time as may be required.
• Maintained a good filing system and ensure all documents are stored in a retrieval manner.
• Coordinate office repair and maintenance including office equipment repair.
• Assure the confidentiality of dispatches delivered or received and that all such dispatches are recorded accordingly.
• Ensure a clean and presentable office environment.
• Responsible for opening and closing the office.
• Liaise with finance to keep track of and payment of office running cost such as utility bills and rent renewal among other administrative support.
• Timely preparation and submission of monthly reports.
• Liaise with the security company and ensure the office safety and security is maintained at all times.
• Perform any other duties as may be assigned by your supervisor.

• Bachelor’s degree in Procurement & Logistics/supply chain management, Transports and Logistics management.
• A minimum of 3 years of work experience in procurement, logistics and or a supply chain management role in and INGO set up or a reputable organization.
• Experience in dono