Job Title: Temporary Procurement Officer (Maternity Cover)
Organisation: ALIGHT
Duty Station: Kampala, Uganda
Salary Scale: UGX 1,900,000 – 2,000,000 (Gross P/Month)
About the Company:
ALIGHT, formerly the American Refugee Committee (ARC), is an international non-profit, non-sectarian organization that has provided humanitarian assistance and training to millions of beneficiaries over the last 40 years. In 2011, Alight helped nearly 2.5 million people get essential services to regain their health and take back control of their lives. Alight works with its partners and constituencies to provide opportunities and expertise to communities of refugees and internally displaced persons in seven countries in Africa, Asia and Europe, including Iraq, Kosovo, and in the Darfur region of Sudan and is currently providing for emergency relief and recovery in Haiti. Alight provides shelter, clean water and sanitation, health care, skills training, microcredit education, protection to help survivors of war and natural disasters to rebuild their lives with dignity, health care, security and self-sufficiency.
Job Summary: The Temporary Procurement Officer will be responsible for overseeing procurement sourcing, evaluation, order placements and follow up with vendors in compliance with Alight policies, procedures, process and guidelines to support Alight Uganda Program. He/she will ensure that ALIGHT’s and other applicable procedures and regulations relating to procurement function is complied with in regards to program support. He or she will lead, guide and effect procurement needs for ALIGHT Uganda to achieve better service delivery and cost-effectiveness using best and emerging practices in Procurement Management. S/he will also provide technical support and capacity building to procurement focal points at ALIGHT Uganda field sites across the Country Program portfolio
Key Duties and Responsibilities:
Procurement and Supply Chain Management:
- Receive and check for clarity and approval of all procurement requests from various departments.
- Support the country wide procurements in a timely and cost – effective manner.
- Ascertain specifications, financial codes and appropriate authorization on procurements.
- Obtain quotations from ALIGHT’s pre – qualified vendors in effecting competitive and fair procurement processes, in line with ALIGHT and donor regulations.
- Prepare Purchase Orders (PO) for approved Purchase Request Forms, Bids Analysis and negotiate competitive prices and delivery timelines.
- Support to the field offices in terms ensuring that all the procurements are conducted as per the approved procurement plans, as well as abiding by the different doner procurement guidelines
- Participate in tender evaluations and present the reports to the Tendering Committee (Procurement Committee) for review and recommendation of award of orders or contract.
- Responsible for conducting supplier sourcing as a way of identifying credible vendors in pre-qualified supplier database to transact supply Alight in a transparent, competitive and fair manner.
- Support in tendering processes by issuing out bids to interested bidders.
- Support the Logistics & Supply Chain Manager with handling of country program tender processes to ensure effectiveness, transparency, accountability and competitive purchase of goods and services.
- Regular follow up of purchase orders (PO) with suppliers to ensure timely delivery of supplies and services.
- Providing weekly updates to the various programs on the status of the procurement being handled at the country office through sharing the weekly status updates.
- Proactively track all orders issued out to vendors and ensuring deliveries are made with in the shortest time possible.
- Provide regular feedback to all requesters on the status of their procurement requisitions and delivery timelines upon order placement.
- Liaise with the finance department to administer the final payments to vendors in line with the terms and conditions outlined in the PO.
Reporting and Documentation:
- Review and update the procurement status, share weekly every Friday to keep the program teams informed with the status of their procurements in sourcing pipeline.
- Maintain the monthly procurement tracking report by updating all procurements at Kampala Level and submit to the procurement manager at the end of every month.
- Maintain a suppliers database and introduce cost-effective and transparent bid collection practices
- Carry out regular market assessments and maintain accurate knowledge of market prices for most common goods and services requirements of the country office.
- Develop price list for regularly procurement goods and services to guide the program team in budgeting and proposal development on prevailing average market prices.
- Maintain the filing system of all procurements and maintain a good record of all procurements
- Ensuring a proper filing system through the use of e-filling system for all the procurement related documents.
- Ensure proper filling of all the crucial procurement files i.e. Frame work agreements (FWA, International requests (IRs), etc.
Supplier Relationship Management:
- Attending to vendor concerns and provide feedback on matters to do with their payments, results from tendering processes among others.
- Provide feedback to various vendors on their performance regarding order fulfilment.
- Establish and maintain excellent and transparent working relations with suppliers and service providers and ensure that ALIGHT procurement procedures and requirements are communicated and understood by suppliers.
- Coordinating with vendors to ensure flexibility in terms of delivery while handling emergency procurements.
- Dialogue with vendors to ensure compliance to quality standards as per the ALIGHT standards.
People Management
- Lead, motivate, and manage procurement and supply chain staff to fulfill their responsibilities/duties.
- Identifying fraud and corruption red flags and addresses in timely manner and report to line manager.
- Provide logistic trainings, policy refreshers, coaching and remote guidance to the staffs as needed.
- Conduct orientation of new staff on ALIGHT Operations Manual (Logistics and Administration).
- Perform any other duties assigned to you.
Qualifications, Skills and Experience:
- Minimum of Bachelor’s degree in Procurement and Logistics Management /or Operations, Business administration, International trade, Commerce, Development Studies, or related field.
- Certification in professional courses such as CIPS, CILT, etc will be an added advantage.
- Minimum of five (5) years of work experience with development or relief organizations working in complex emergency situations and/or development settings.
- Familiarity with private, UN, US government and multilateral donor Logistics requirements and working.
- High proficiency in reading, writing and speaking English; also proficiency in the use of computers and standard application, including use of Information Management Systems (IMS).
Behavioral competences:
- Strong analytical, written and verbal skills
- High level of integrity, accountability and personal ethic
- Good interpersonal skills; ability and inclination to work in/with teams
- High level of self-drive, discipline and desire to achieve
- A go getter requiring minimal supervision to work towards results
- Willingness to travel and stay for extended periods in remote refugee sites to support work.
How to Apply:
All suitably qualified and interested applicants should apply online at the link below.
Click Here
Deadline: 18th April 2025