LWF World Service is the humanitarian and development arm of the Lutheran World Federation. We are a widely recognized, international, faith-based organization working in over 20 countries. We seek to bring people of all backgrounds together in the common quest for justice, peace, and reconciliation in an increasingly complex and fragmented world.
A commitment to the human rights of every individual, regardless of their status, guides our work, actions, and operations. We are particularly known for our timely, compassionate, and professional humanitarian work, and for our field presence in hard-to-reach areas. Our work is people-centered and community- based. Above all, we work with the most vulnerable, and in order to claim and uphold their rights, we engage proactively with local government and community structures.
LWF Uganda works closely with United Nations agencies (UNHCR, UNFPA, UNICEF, WFP), PRM, EU/ECHO, BFTW, etc. LWF Related and faith-based agencies and their back donors.
For additional information, please see www.lutheranworld.org/WorldService.
The LWF Uganda Program is looking for a qualified and experienced person to fill the following position:
Job Title: Procurement Assistant
No. of Positions: One (1)
Place of Assignment: LWF Kamwenge Sub Program
Reports To: Admin/HR Officer
Starting date: ASAP
Duration of Contract: 1 year contract (with possibility of extension)
The closing date for applications: 16 August 2023
Job Summary: Under the guidance of the Procurement Officer the Procurement Assistant is responsible for undertaking procurement activities and ensuring that procedures are in line with the LWF procurement manual and in relation to the established LWF Uganda procedures and guidelines.
Main Duties & Responsibilities:
Undertakes procurement activities and ensures timely delivery, in line with the LWF Procurement Manual, and Procurement Procedures;
Prepares all necessary documentation for procurement of goods and services in accordance with the Procurement Manual;
Prepares and reviews the purchase orders (LPOs) and contracts, preparation of recurrent purchase orders for contracting of services;
Establish supplier data base that will promote rapid response. Prepare and update vendors profiles;
Ensure proper filling of all procurement documents in accordance with LWF procurement guidelines;
In consultation with suppliers/vendors, he/she coordinates the delivery processes to ensure that the distribution plan is adhered to;
Compiling of the required information for any proposed purchase. These include preparation and dispatch of requests for quotations/proposals, LPOs, contracts, and any other document required;
Draft correspondences related to procurement including letters to suppliers and follow up with them to ensure timely and safe delivery of goods and services;
To assist in soliciting quotations from different suppliers as identified by the procurement committee and ensure that timely payments are made to suppliers;
Ensures that cash advances for procurement are accounted for in an appropriate and timely manner;
Makes appropriate and timely arrangements for delivery of project materials in conjunction with the Stores Department;
Prepares monthly procurement status reports of supply requisitions and purchase orders completed, in-process and pending;
Maintains files of correspondence, reports and supporting documentation relating to procurement as evidence of compliance with the procurement procedures;
Keep track of all project/programme budgets and ensure that project/programme activities are within assigned budgets;
Compile Invoices/documents for submission to the finance department for payment
Liaises with the Finance to ensure correct coding of supply requisitions;
Undertake other related duties as may reasonably be assigned by the Supervisor
Education, Qualifications & Experience Required:
University degree in Procurement and Logistics, Bachelor of Business Administration, or any other related degree
At least 2 years of professional experience in Procurement with a reputable organisation
Strong oral and written communication and interpersonal skills.
Good Computer skills in MS Excel, MS Word, MS Access and PowerPoint.
Ability to work independently with minimum supervision in a tight deadline driven environment.
Ability to negotiate with vendors in a transparent manner
Special Skills, Aptitude or Personality Requirements:
Problem Solving and Decision-Making skills;
Good interpersonal skills and excellent negotiation skills;
Excellent English Language (both written and spoken);
Good team player with good communication skills;
Commitment to excellence and high-quality results.
LWF/DWS is an equal opportunity employer, irrespective of gender, race or religious affiliation. Female candidates possessing the above requirements are encouraged to apply. LWF/DWS is a signatory to the Code of Conduct for humanitarian agencies. Our recruitment and selection procedures reflect the organization’s commitment to the prevention of abuse and exploitation of beneficiaries.
Only short-listed candidates will be contacted
Application closes: Aug 15, 2023
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