Procurement and Administration Officer job at Africa Centre for Energy and Mineral Policy (ACEMP)
Posted by: great-volunteer
Posted date: 2025-Oct-24
Location: Job Description: Procurement and Administration Officer Karamoja field office, UgandaReports to: Finance and Administration ManagerWork relations: Project officers, HQ staff and management.Contract Type: Full-time
Procurement and Administration Officer 2025-10-24T05:53:07+00:00 Africa Centre for Energy and Mineral Policy (ACEMP) https://cdn.ugashare.com/jsjobsdata/data/employer/comp_12171/logo/Africa%20Centre%20for%20Energy%20and%20Mineral%20Policy%20(ACEMP).jpg https://acemp.org/ FULL_TIME Uganda Karamoja 00256 Uganda Professional Services Admin & Office 2025-10-31T17:00:00+00:00 Uganda 8 Job Description: Procurement and Administration Officer
Duty Station: Karamoja field office, Uganda
Reports to: Finance and Administration Manager
Work relations: Project officers, HQ staff and management.
Contract Type: Full-time About the Organisation
The Africa Centre for Energy and Mineral Policy (ACEMP) is a not-for-profit Organization founded in 2012 that promotes good governance, research, capacity building, equity, socio-economic justice and shared benefits in the development and exploitation of energy and extractive resources in Uganda.
Our work is guided by a desire to contribute to Uganda’s Development Plans, Visions and Strategies; and ultimately contribute to the country’s attainment of at least 11 of the 17 Sustainable Development Goals.
ACEMP’s work spreads across three areas, namely, Mining and Mineral Development (including oil and gas); Renewable Energy, Climate Justice and Environmental Accountability; and Business and Human Rights.
ACEMP has secured funding from the Danish Ministry of Foreign Affairs (MFA) through Danida, to implement aspects of the Strengthening Environmental Accountability and Climate Action in West Nile (SEA-WN) Project as part of a Consortium led by Rural Initiative for Community Empowerment (RICE) West Nile and the Royal Danish Embassy (RDE).
ACEMP’s work will largely be in Nakapiripirit and Amudat Districts, with some national level engagements. ACEMP therefore seeks to a Procurement and Logistics Officer to support the efficient and impactful implementation of the project in the two districts.
Job Description
The Procurement and Logistics Officer is responsible for managing the organization’s procurement and logistics to ensure efficient, and compliant support to field activities in Karamoja and Uganda. The role ensures that systems for procurement, logistics, and administration adhere to both donor and organizational policies, enabling smooth program implementation and effective office operations. Key Responsibilities
A. Procurement Management
• Plan, coordinate, and execute procurement of goods, services, and works in compliance with the organization’s and donor procurement policies.
• Develop and maintain an up-to-date procurement plan in coordination with program and finance teams.
• Prepare and issue Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs).
• Lead bid evaluation committees, prepare bid analysis reports, and make recommendations for contract award.
• Maintain an organized procurement filing system for all documentation and audit trail.
• Manage supplier prequalification, contract administration, and vendor performance tracking.
• Provide procurement guidance and capacity building to staff and partners as required.
B. Logistics and Supply Chain
• Coordinate transportation and delivery of goods and materials to support field activities, ensuring cost-effectiveness and accountability.
• Manage fleet operations including vehicle scheduling, motorbike fuel and repair management, and driver supervision.
• Oversee stores and inventory management, ensuring accurate stock records and timely dispatch of materials.
• Ensure logistics operations comply with organizational safety and environmental standards.
• Maintain an updated asset register and oversee tagging, verification, and disposal in line with policy.
C. Administration and Office Management
• Oversee day-to-day administrative functions of the Karamoja field office to ensure an efficient and secure working environment.
• Supervise office support staff including cleaners, guards, and drivers, ensuring adherence to organizational standards.
• Manage office leases, utilities, maintenance, and general supplies (stationery, water, cleaning materials, etc.).
• Support coordination of staff travel and accommodation, including booking vehicles, hotels, and flights.
• Maintain updated administrative records such as visitor logs, service contracts, and maintenance schedules.
• Ensure availability and proper functioning of office equipment such as printers, generators, and communication systems.
• Support organization of meetings, workshops, and other field-level events including procurement of venues and materials.
• Liaise with district authorities, service providers, and partners on operational and administrative matters.
D. Compliance and Reporting
• Ensure procurement, logistics, and administrative processes comply with donor regulations and local laws.
• Prepare and submit monthly reports on procurement, logistics, and administration activities.
• Support internal and external audits and reviews by providing relevant documentation.
• Maintain confidentiality and uphold integrity in handling organizational assets and information.
• Collaborate with program, finance, and HR teams to forecast and coordinate operational needs.
• Maintain effective communication with service providers. Required Qualifications, Skills and Expertise - Bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Logistics, or a related field.
• Professional certification in procurement (e.g., CIPS Level 4 or higher) is an added advantage.
• Minimum of 3 – 5 years of progressive experience in procurement, logistics, and administration within an NGO or donor-funded environment.
• Knowledge of NGO operations and international donor regulations.
• Experience in office management, fleet, and asset control in field-based operations.
• Proficiency in Microsoft Office and experience with procurement tracking systems.
• Excellent communication, organizational, and interpersonal skills.
• High integrity, attention to detail, and ability to multitask under pressure.
• Fluency in English required; knowledge of Ngakarimojong or other local languages is an asset.
Working Conditions
• Based in ACEMPs Karamoja office, with frequent travel to field sites in Karamoja aand Uganda
• May occasionally travel to Kampala for coordination or supplier engagements.
• Field conditions may involve long travel hours, limited infrastructure, and varied weather conditions. JOB-68fb1443a297c Vacancy title:
Procurement and Administration Officer Jobs at:
Africa Centre for Energy and Mineral Policy (ACEMP) Deadline of this Job:
Friday, October 31 2025 Duty Station:
Uganda | Karamoja | Uganda Summary
Date Posted: Friday, October 24 2025, Base Salary: Not Disclosed JOB DETAILS: Duty Station: Karamoja field office, Uganda
Reports to: Finance and Administration Manager
Work relations: Project officers, HQ staff and management. About the Organisation
The Africa Centre for Energy and Mineral Policy (ACEMP) is a not-for-profit Organization founded in 2012 that promotes good governance, research, capacity building, equity, socio-economic justice and shared benefits in the development and exploitation of energy and extractive resources in Uganda. Our work is guided by a desire to contribute to Uganda’s Development Plans, Visions and Strategies; and ultimately contribute to the country’s attainment of at least 11 of the 17 Sustainable Development Goals.
ACEMP’s work spreads across three areas, namely, Mining and Mineral Development (including oil and gas); Renewable Energy, Climate Justice and Environmental Accountability; and Business and Human Rights.
ACEMP has secured funding from the Danish Ministry of Foreign Affairs (MFA) through Danida, to implement aspects of the Strengthening Environmental Accountability and Climate Action in West Nile (SEA-WN) Project as part of a Consortium led by Rural Initiative for Community Empowerment (RICE) West Nile and the Royal Danish Embassy (RDE).
ACEMP’s work will largely be in Nakapiripirit and Amudat Districts, with some national level engagements. ACEMP therefore seeks to a Procurement and Logistics Officer to support the efficient and impactful implementation of the project in the two districts.
Job Description
The Procurement and Logistics Officer is responsible for managing the organization’s procurement and logistics to ensure efficient, and compliant support to field activities in Karamoja and Uganda. The role ensures that systems for procurement, logistics, and administration adhere to both donor and organizational policies, enabling smooth program implementation and effective office operations. Key Responsibilities
A. Procurement Management
• Plan, coordinate, and execute procurement of goods, services, and works in compliance with the organization’s and donor procurement policies.
• Develop and maintain an up-to-date procurement plan in coordination with program and finance teams.
• Prepare and issue Requests for Quotations (RFQs), Invitations to Bid (ITBs), and Requests for Proposals (RFPs).
• Lead bid evaluation committees, prepare bid analysis reports, and make recommendations for contract award.
• Maintain an organized procurement filing system for all documentation and audit trail.
• Manage supplier prequalification, contract administration, and vendor performance tracking.
• Provide procurement guidance and capacity building to staff and partners as required.
B. Logistics and Supply Chain
• Coordinate transportation and delivery of goods and materials to support field activities, ensuring cost-effectiveness and accountability.
• Manage fleet operations including vehicle scheduling, motorbike fuel and repair management, and driver supervision.
• Oversee stores and inventory management, ensuring accurate stock records and timely dispatch of materials.
• Ensure logistics operations comply with organizational safety and environmental standards.
• Maintain an updated asset register and oversee tagging, verification, and disposal in line with policy.
C. Administration and Office Management
• Oversee day-to-day administrative functions of the Karamoja field office to ensure an efficient and secure working environment.
• Supervise office support staff including cleaners, guards, and drivers, ensuring adherence to organizational standards.
• Manage office leases, utilities, maintenance, and general supplies (stationery, water, cleaning materials, etc.).
• Support coordination of staff travel and accommodation, including booking vehicles, hotels, and flights.
• Maintain updated administrative records such as visitor logs, service contracts, and maintenance schedules.
• Ensure availability and proper functioning of office equipment such as printers, generators, and communication systems.
• Support organization of meetings, workshops, and other field-level events including procurement of venues and materials.
• Liaise with district authorities, service providers, and partners on operational and administrative matters.
D. Compliance and Reporting
• Ensure procurement, logistics, and administrative processes comply with donor regulations and local laws.
• Prepare and submit monthly reports on procurement, logistics, and administration activities.
• Support internal and external audits and reviews by providing relevant documentation.
• Maintain confidentiality and uphold integrity in handling organizational assets and information.
• Collaborate with program, finance, and HR teams to forecast and coordinate operational needs.
• Maintain effective communication with service providers. Required Qualifications, Skills and Expertise
Bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Logistics, or a related field.
• Professional certification in procurement (e.g., CIPS Level 4 or higher) is an added advantage.
• Minimum of 3 – 5 years of progressive experience in procurement, logistics, and administration within an NGO or donor-funded environment.
• Knowledge of NGO operations and international donor regulations.
• Experience in office management, fleet, and asset control in field-based operations.
• Proficiency in Microsoft Office and experience with procurement tracking systems.
• Excellent communication, organizational, and interpersonal skills.
• High integrity, attention to detail, and ability to multitask under pressure.
• Fluency in English required; knowledge of Ngakarimojong or other local languages is an asset.
Working Conditions
• Based in ACEMPs Karamoja office, with frequent travel to field sites in Karamoja aand Uganda
• May occasionally travel to Kampala for coordination or supplier engagements.
• Field conditions may involve long travel hours, limited infrastructure, and varied weather conditions. Work Hours: 8 Experience in Months: 36 Level of Education: bachelor degree Job application procedure All applications should be sent to jobs acemp.org indicating the position and salary expectation. All interested applicants should send their applications by 31st October 2025.
Please Note: - ACEMP is an equal opportunity employer committed to diversity and inclusion. Women are highly encouraged to apply.
- The successful candidate will be required to carry out the duties in accordance with the ACEMP Safeguarding Policy.
- Make sure that your application letter, CV and certificates are attached as one PDF document.
- Any form of canvassing will lead to automatic disqualification.
- Only shortlisted candidates will be contacted.
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