JOB OPENING: PROCUREMENT OFFICER POSITION (2)
The Infectious Diseases Research Collaboration (IDRC) seeks to hire suitable candidates for two
positions Procurement Officer. The successful candidates will report to the Procurement Manager. Both positions are Kampala based.
Position Summary:
Under the supervision of the Procurement Manager, the Procurement Officers will conduct
timely procurement of quality goods, services and works that comply with the required
specifications while upholding IDRC’s procurement procedures and policies and maintaining
high level of accountability and integrity. Develop and maintain an up to date and efficient
contracts management system and suppliers/service providers database management system,
best pro-active and departmental work. Managing vendor relationships and building effective
supply chain partnerships.
Job description
Key Result #1- Procurement Processing and Payments:
Record and track procurement requisitions from the various
departments/regions/projects etc.
Review the submitted procurement requisitions for completeness and accuracy in terms
of approval levels and specifications etc.
Prepare solicitation documents such as requests for quotation/proposals, letters of
invitation, actions on advertisement and tendering, for approval etc.
Support the development of specifications in conjunction with the user departments,
projects, and regions.
Recommend and guide any improvements in the processing of procurement
requisitions/requests.
Work with the technical teams to develop and implement procurement plans for new
projects.
Prepare and place purchase orders and contracts with suppliers or service providers for
goods, services and works.
Monitor the progress and delivery schedules for purchase orders for supplies, goods and
works.
Monitor the flow of returned supplies and the performance of contracts until expiry of
warranty/and defects liability period.
Process supplier payment requests in a timely manner after ensuring that all payment
requisite documents are attached.
Prepare comparative bid analysis reports for consideration by the Evaluation and
Procurement Committee
Complete the import procedures and requirements for all imported procurements as
required by working with the prequalified clearing and forwarding firm.
Compile and prepare monthly procurement reports for all completed and pending
procurements.
Key Result #2 – Sourcing and Vendor Management
Support in the identification and propose potential service providers and suppliers for
goods, services and works required by the projects, regions and IDRC as an organization.
Draft and issue tender or bids documents, advertise tenders, request for quotations or
requests for proposals.
Monitor the receipt, registration and opening of bids from service providers and
suppliers.
Attend to all inquiries from bidders and suppliers as appropriate.
Actively participate in routine vendor rating exercises by Procurement Department.
Key Result #3 Contract Management and Monitoring
Review and analyse all authorized contract documents, purchase orders and
agreements of all suppliers/providers/contractors prior forwarding to provider or
contractor for implementation and signing.
Manage, administer and supervise contract amendments, variations and execution and
monitor progress ensuring that the provisions of the contracts are complied with
Ensuring that all the invoices related to service contracts for payment are fully verified,
approved and payment processed
Preparation, monitoring and review of service level agreements to ensure contract
performance and value for money is obtained
Work with stakeholders to comprehensively review contracts annually and evaluate
performance.
Identifies the possible risks associated with the contract and suggests ways to mitigate
them.
Monitor contract performance status for all construction works in the different regions.
Key Result #4 –Stakeholder Relationship and Performance Management:
Maintain professional relationships with suppliers ensuring a high degree of integrity
and accountability according to IDRC standards and ethics.
Attend to inquiries from bidders and suppliers as appropriate.
Participate in negotiations with suppliers to promote good working relationships.
Work closely with User departments, Projects Coordinators and the Region heads, on
suppliers’ performance and communications.
Analyze information and propose improvements in the supply chain for decision making.
Brings to the attention of management any contractor who breaches the contract
Undertake defined aspects of key commercial activities necessary to support delivery of
the commercial solution (e.g. Contract Due Diligence)
Control and manage procurement related documentation for reference and audit
purpose
Qualifications and other desirables for the job
Job Level Specifications
Sound public and negotiation skills along with attention to details, mature in decision
making and time management skills
Be highly proactive with personal initiative and drive, honest with a high level of
integrity; a team-player with a positive attitude and good planning skills
Strong report writing, communication and networking skills/interpersonal skills.
Possess the ability to handle multiple projects and work under minimal supervision.
Excellent Computer skills in MS Office packages
Possess the ability to work in a team to achieve excellence in execution, committed,
accountable and passionate about the work we do.
Track record demonstrating high integrity, reliable and dependable
Good networking and influencing skills
Ability to work with minimal supervision
Efficient service delivery
Internal and external stakeholders Management.
Experience
Minimum 3 years in a busy procurement and logistics department an NGO environment
is required.
Education/Certifications
Bachelor’s Degree in Procurement, Logistics, or Supply Chain Management
Professional Qualification/Certification such as Graduate Diploma in Purchasing &
Supply Management – CIPS or equivalent.
HOW TO APPLY:
Submit your applications using this link: http://idrc-uganda.org/careers.html
ADDITIONAL IMPORTANT COMMENTS:
1. All applications must be submitted on or before Tuesday, 7th December 2021 at 5:00pm.
2. Submission of incomplete or inaccurate documents will render the applicant ineligible for
consideration for the job opening.
3. Applications cannot be amended following submission.
4. ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED FURTHER.
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