Procurement Assistant Consultant job at Hive Colab

2. Organisational Background

Women in Technology Uganda (WITU) and Hive Colab are mission-driven organisations committed to empowering young people, particularly women, through innovation, digital skills development, and employment pathways.

Both organisations operate donor-funded programs that require strong, compliant, and cost-effective procurement systems. To enhance efficiency, accountability, and value for money, WITU and Hive Colab seek to consolidate procurement functions under a shared-services model through the recruitment of a Procurement Assistant Consultant.

3. Purpose of the Assignment

The Procurement Assistant Consultant will support the planning, coordination, execution, and documentation of procurement activities for both WITU and Hive Colab.

The role is designed to strengthen procurement compliance, improve cost efficiencies, and ensure the timely acquisition of goods and services in accordance with organisational and donor requirements.

4. Scope of Work and Key Responsibilities

4.1 Procurement Planning and Support

• Support the preparation and implementation of procurement plans aligned to approved budgets and work plans.
• Assist program and operations teams in defining procurement needs and specifications.
• Support consolidation of procurement requirements across WITU and Hive Colab to enhance cost efficiency.

4.2 Procurement Process Management

• Support sourcing of goods and services through quotations, bids, or tenders in line with approved thresholds and procedures, including market research for price comparisons.
• Assist in the preparation of procurement TORs, Requests for Quotations (RFQs), and bidding documents.
• Support bid receipt, opening, evaluation, and documentation processes.
• Prepare purchase orders and procurement documentation for approval.
• Track purchase requests, purchase orders, and service contracts through to delivery.

4.3 Vendor Management and Coordination

• Maintain an updated supplier database for both organisations.
• Support communication with suppliers regarding quotations, delivery schedules, and procurement outcomes.
• Assist in evaluating vendor performance and recommending improvements.

4.4 Compliance, Documentation, and Records Management

• Ensure all procurement activities comply with internal procurement policies, donor requirements, and applicable regulations.
• Maintain complete and accurate procurement files, including approvals, quotations, contracts, and delivery notes.
• Support audit readiness by ensuring procurement documentation is well organised and accessible.

4.5 Asset and Inventory Support

• Support receipt, tagging, and handover of procured assets in coordination with finance and program teams.
• Assist in updating asset registers and inventory records.
• Support periodic asset verification exercises.

4.6 Reporting and Coordination

• Prepare routine procurement status updates and summary reports.
• Flag procurement risks, delays, or non-compliance issues to supervisors for timely action.
• Work closely with finance, program, and operations teams to ensure smooth procurement workflows.

5. Expected Deliverables

• Approved procurement plans and schedules
• Complete and compliant procurement files for all transactions
• Updated supplier database
• Procurement status and summary reports
• Updated asset and inventory records
• Inputs into audit and compliance reviews

6. Qualifications and Experience

• Bachelor’s degree in Procurement and Logistics, Supply Chain Management, Business Administration, or a related field.
• At least 1–2 years of experience supporting procurement or supply chain functions, preferably in NGOs or donor-funded environments.
• Fundamental understanding of procurement principles, ethics, and compliance requirements.
• Experience working in shared-services or multi-entity environments is an added advantage.

7. Skills and Competencies

• Strong organisational and administrative skills
• High attention to detail and accuracy in documentation
• Basic analytical and problem-solving skills
• Good communication and interpersonal skills
• Ability to work collaboratively across teams and organisations
• Effective time management and ability to meet deadlines
• High levels of integrity and confidentiality
• Proficiency in MS Office and basic procurement tracking tools

8. Duration and Transition

The assignment will be for an initial three (3) month consultancy period. Subject to satisfactory performance and organisational needs, the position will transition to a full-time Procurement Assistant role serving both WITU and Hive Colab.

9. Reporting and Supervision

The Procurement Assistant Consultant will report to the Senior Program Manager at Hive Colab and the Head of Operations at WITU, and will work closely with finance, program, and administrative teams across both organisations.

• Support the preparation and implementation of procurement plans aligned to approved budgets and work plans.
• Assist program and operations teams in defining procurement needs and specifications.
• Support consolidation of procurement requirements across WITU and Hive Colab to enhance cost efficiency.
• Support sourcing of goods and services through quotations, bids, or tenders in line with approved thresholds and procedures, including market research for price comparisons.
• Assist in the preparation of procurement TORs, Requests for Quotations (RFQs), and bidding documents.
• Support bid receipt, opening, evaluation, and documentation processes.
• Prepare purchase orders and procurement documentation for approval.
• Track purchase requests, purchase orders, and service contracts through to delivery.
• Maintain an updated supplier database for both organisations.
• Support communication with suppliers regarding quotations, delivery schedules, and procurement outcomes.
• Assist in evaluating vendor performance and recommending improvements.
• Ensure all procurement activities comply with internal procurement policies, donor requirements, and applicable regulations.
• Maintain complete and accurate procurement files, including approvals, quotations, contracts, and delivery notes.
• Support audit readiness by ensuring procurement documentation is well organised and accessible.
• Support receipt, tagging, and handover of procured assets in coordination with finance and program teams.
• Assist in updating asset registers and inventory records.
• Support periodic asset verification exercises.
• Prepare routine procurement status updates and summary reports.
• Flag procurement risks, delays, or non-compliance issues to supervisors for timely action.
• Work closely with finance, program, and operations teams to ensure smooth procurement workflows.

• Strong organisational and administrative skills
• High attention to detail and accuracy in documentation
• Basic analytical and problem-solving skills
• Good communication and interpersonal skills
• Ability to work collaboratively across teams and organisations
• Effective time management and ability to meet deadlines
• High levels of integrity and confidentiality
• Proficiency in MS Office and basic procurement tracking tools

• Bachelor’s degree in Procurement and Logistics, Supply Chain Management, Business Administration, or a related field.
• At least 1–2 years of experience supporting procurement or supply chain functions, preferably in NGOs or donor-funded environments.
• Fundamental understanding of procurement principles, ethics, and compliance requirements.
• Experience working in shared-services or multi-entity environments is an added advantage.