Procurement Officer NGO Jobs – Self Help Africa (SHA)

Posted by

ugashare-Volunteer

Posted date: 2024-Jul-22

Location: Kampala, Uganda

Job Title: Procurement Officer

Organisation: Self Help Africa (SHA)

Duty Station: Kampala, Uganda

Reports to: Country Director

About Organisation:

In late 2021, Self Help Africa (SHA) and United Purpose (UP) merged. The two organisations – one headquartered in Ireland and the other in Wales – implement projects to end extreme hunger and poverty. This merger doubled our size and reach – and means that in 2022 we are implementing poverty eradication projects in 17 countries, mainly in sub-Saharan Africa. Collectively, we are also part of a group that includes social enterprise subsidiaries Partner Africa, TruTrade and Cumo Microfinance. In 2022 our work will reach more than six million people and invest upwards of €45m in more than 100 development programmes designed to improve food systems, facilitate access to markets and financial services, combat climate change, gender inequality, and improve access to clean water, sanitation and hygiene.

Job Summary: Under direct supervision of the Country Director, the Procurement Officer is responsible for the management of all procurements and assist with processing service contracts, leases and rental agreements and supporting project trainings, workshops and meetings and fixed asset and stores management as per SHA policy and procedure.

Key Duties and Responsibilities:

Procurement

Preparation, co-ordination and implementation of consolidated annual procurement
Plans and ensure user departments adhere to it in line with approved budgets.
Formulate the Value for Money (VFM) framework to inform the organization procurement is in line with donor and internal rules
Preparation of Request for proposal documents
Coordinate the receipt, opening and evaluation of quotations, tenders, or proposals for goods, services or works.
Preparation and management of contracts in liaison with the HOFA for its legality and ensure proper authorization in accordance with SHA policies.
Monthly procurement planning, ensuring project managers adhere to procurement plans in line with budgets;
Ensuring Preferred supplier lists are in place and due diligence performed;
Ensuring timely, efficient and effective procurement of goods, services and works, while strictly adhering to the procurement policy;
Establishing in liaison with the relevant projects and end-users, quality specifications of goods and services required by SHA;
Carrying out designated checks on quality and security aspects of procurement;
Managing the disposal of obsolete and disposable items with authorization from the HQ.
Secretary to the Bid Evaluation Committee; collate and present procurement documentation to the relevant Tender committee for adjudication and award;
Administration and documentation on Salesforce for Tenders and Negotiated Procedures
Prepare supplier’s contracts and purchase orders and submit for approval;
Maintain files and records for all procurement processes, tenders, procurement evaluations, contracts, Purchase orders and all correspondences relating to the procurements on Salesforce and Box;
Submit procurement documents, contract and CBAs for payment processing on Salesforce;
Responsible for asset tagging and recording on Salesforce
Facilitate the annual procurement audit, fixed asset count and other internal, donor or statutory audits and procurement or asset reviews.
Facilitate for insurance cover for all assets and equipment for SHA.
Recommend any changes that would strengthen the integrity of procurement and fixed asset management
Report compliance to internal and donor policies
Provide regular training and support to colleagues on procurement and associated policies to Ensure all relevant staff members are aware of their responsibilities
Ad-hoc tasks that may arise

Administrative:

Responsible for purchase request internally or externally, as requested by concerned departments;
Responsible for establishing inventory management system of the organization with the support of Finance Department;
Suggests the disposal of fixed assets with sound justifications;
Collects all Goods Receiving Reports, Store Requisitions Issue Vouchers, Waybills, & Other related documents from the store and files in numerical sequence in a separate box files;
Ensuring all necessary paperwork is scanned and saved to Salesforce and/or Box
Checks and verifies the accuracy of all documents and other relevant supporting documents prior to processing the records;
Calculates unit cost, fills the price of each item in the Goods Receiving Report and update stock cards;
Selects at random some of the stock cards and checks against the bin cards counting the items at the same time.
Responsible for reporting the outcome, and if there is any discrepancies in any of the item, investigates and effects adjustment after proper management approval;
Prepares and submits quarterly fixed asset and inventory reports to the immediate supervisor;
Responsible for maintaining fixed asset register on Salesforce
Responsible for maintaining inventory of furniture, fittings, equipment, etc. for both the office, residence and rented houses;
Conducts annual inventory of all line items;
Perform any other assigned tasks by the HoFA

Qualifications, Skills and Experience:

BA Degree in management, purchasing and supplies management or public administration

Role Competencies

Demonstrate flexibility in the face of change
Attention to detail in review and planning
Ability to manage multiple priorities without loss of composure
Determines the appropriate allocation of time
Demonstrate the ability to foresee problems and prevent them by taking action
Interact professionally with clients and colleagues
Properly responds to requests with accuracy and courtesy
Work as a competent member of team, willingly providing back-up support for co-workers when required
Proficiency in using standard office equipment such as computers, fax, photocopier, scanner etc.
Proficiency in quickly adapting to new technology and easily acquiring new technical skills
Exhibit sound judgement and ability to make reasonable decisions in the absence of direction
Refer problems to appropriate person when necessary
Work effectively without constant and direct supervision or guidance
Demonstrate high level of integrity

How to Apply:

Please download the Application Form, Download Here and cover letter at the link below. Qualified candidates should upload a completed application form, motivational letter and CV to the SHA Online Recruitment Portal (Click Here).

Deadline: 1st August 2024

NB: Please note that Self Help Africa Uganda advocates for equal opportunity and does not require applicants to pay any fee at whatever stage of the recruitment and selection process. Canvassing will lead to automatic disqualification. Please note incomplete applications will not be considered for shortlisting.

For more of the latest jobs, please visit https://www.ugashare.com or find us on our facebook page https://www.facebook.com/Ugashare

Date Posted	2024-07-21T22:47
Valid Through	2024-08-02T00:00
Employment Type	FULL_TIME
Hiring Organization	Self Help Africa
Job Location	Kampala, Kampala, Kampala , 0256, Uganda

Procurement Officer NGO Jobs – Self Help Africa (SHA)

Related Jobs