Job Purpose:
The position holder will provide efficient procurement service for the Unit, employ global best procurement practice; procuring both locally and internationally, ensuring best value for money at all times, upholding the highest standards of ethical conduct, complying with all appropriate Unit policies and processes on procurement and financial governance.
Roles & Responsibilities
Prepare and execute annual procurement plans; –
• Liaising with requesters, Grants office and Programme administrators to determine all major project requirements for the financial year and prepare a procurement plan;
• Generating initiatives to deliver value, save costs and maximize resources for the financial year; include these initiatives on the procurement plan; and,
• Delivering all requirements, initiatives and projects on the plan in timely fashion whilst achieving the objectives of each sourcing project.
Manage procurement categories; –
• Owning selected procurement categories and routinely analyze the supply market and internal context and design category strategies for said categories;
• Conduct sourcing and procurement for all purchase requirements falling in your categories including Requests for Quotation (RFQ), Requests for Information (RFI), Requests for Proposals (RFP), Tendering (ITB) and supplier negotiation;
• Ensuring appropriate planning is done before execution of high value sourcing projects or tenders;
• Supporting requesters in preparation of specifications and prepare solicitation documents for all different sourcing methods (RFQ, RFP, ITB; and,
• Providing guidance to tender evaluation teams during the tender evaluation process and prepare award recommendations/ cases for approval.
Conduct contracting and vendor management; –
• Drafting both local and international contracts, MOUs, Purchase Agreements of varying value and complexity ensuring adequate contractual protection for the Unit, as well assuring supplier performance;
• Advising Unit authorized signatories of risks/ benefits at contract sign-off stage and obtain contract sign off for contracts in your categories;
• Managing delivery of contracts and performance of vendors; conduct vendor performance review meetings and manage supplier performance improvement plans and where necessary, terminate contracts; and,
• Managing supplier disputes with a view to amicable resolution/ win-win outcome for both Unit and Supplier.
Support provision of procurement updates; –
• Adding all new purchase requisitions to the tracking/ update tool. In addition, add any new inquiries arising outside of the ERP tool to the tracking/ update tool;
• Providing daily and accurate updates to the Procurement Associate, of your pending purchase requests;
• Checking weekly shipping plan and shipping pre-alerts from the shipping agents and provide updates to the Procurement Associate, for entry into the tracking/ update tool, to show import orders that are planned for shipping, in transit, under customs clearance or delivered to stores, rejected/ returned, pending payment; and,
• Contacting Shipping agents and clearing agents for updates on import orders that are in the pipeline and provide updates to the Procurement Associate accordingly.
Champion compliance with unit procurement and financial policies and standards;
• Observing highest standards of ethical conduct and comply with all Unit policies and SOPs;
• Providing guidance to requesters and other staff on applicable Procurement policies in different situations and the correct procurement channels to use in acquiring their requirements;
• Supporting both internal and external audits, provide responses to audit queries relevant to your categories, and implement gap-closing actions for any audit gaps identified;
• Compiling a monthly report of procurement non-compliance incidences and submit to management for review and action; and,
• Scrutinizing and interrogating procurement exception requests in your category before submitting for approval.
Drive continuous improvement; –
• Seeking out and implement best practices as well as generating and implementing innovations that add value to the Unit’s Procurement processes or deliver significant value for money benefits to the Unit;
• Contributing to procurement policy and process improvements by documenting and motivating for the adoption of improved workflows, templates, processes and so on;
• Contributing significantly and positively to the achievement of the Procurement team objectives and the overall organizational goals;
• Providing expert advice and recommendations when required by the Unit;
• Utilizing available training and development opportunities to improve skills and gain relevant knowledge that is useful in your role; and,
• Training newly inducted staff and existing staff on Procurement policy, systems and SOPs as required.
Support the Logistics process for imports; –
• Regularly contacting and liaising with the Procurement Associate on orders requiring collection by the shipping agent;
• Chasing supplier on orders that are due for collection or delivery or delayed and push for fulfilment or new delivery dates;
• Obtaining safety any other shipping documents required for successful shipping and customs clearance of imported consignments;
• Liaising with the Unit pharmacist to lodge applications for National Drug Authority Import Verification Certificates (NDA VCs) and with the clearing agent to apply for UNBS destination inspection for all import shipments that require them;
• Requesting Cash or Bank Transfer payments (per Unit Accounts Payables Policy) and coordinate with drivers and/ or accountants and regulatory agencies to ensure payments for permits/ inspections are made in timely fashion, and permits are provided/ inspections are conducted accordingly;
• Responding to inquiries on orders to be consolidated or separated from weekly shipping consignments; and,
• Advising Procurement Associate, when required, on treatment of different orders, pickups, deliveries and shipments.
Support Procurement performance reporting; –
• Keeping track of the annual tender and initiatives plans and provide updates for the monthly performance dashboard/report; and,
• Keeping track of the annual Procurement team targets and provide a monthly update on progress towards achieving your assigned objectives.
Provide Support to the Head of Procurement and Procurement Associate; –
• Relieve the Head of Procurement or the Procurement Associate and perform their functions when either is on leave, out of office or when assigned to do so by Head of procurement; and,
• Performing any other reasonable duties as may be assigned by the Head of Procurement from time to time.
Financial Management
• Complying with all Unit Financial and Procurement policies and SOPs while conducting duties.
LSHTM Integration
• Participating positively and proactively in the process of integrating and harmonizing procedures across all LSHTM sites.
Person Specification
• Bachelor’s degree in Procurement, Logistics, Supply Chain management, or related field required;
• CIPS qualification, minimum Level 5;
• Master’s degree in Procurement, Supply Chain Management, business administration or any other business related field is an added advantage;
• Should possess 3 years’ experience in procurement or experience in a supply chain role with significant purchasing exposure;
• 2 years’ experience in an analytical role, working with spreadsheets, analyzing data and producing reports;
• 2 years’ experience working with an Enterprise Resource Planning (ERP) system;
• Should be an intermediate level user of Microsoft Excel (Knowledge of use of MS Excel FORMULA tab and the function library therein, DATA Tab tools and functions, consolidating data, using PivotTables and Subtotals beyond the introductory level, Charting data and formatting Charts, able to create compound and complex formulas, such as array formulas, able to build spreadsheet models, dashboards and automated templates for use by lower level users of Excel);
• Good knowledge of standard workplace IT-tools such use of computers, scanners and Windows Office;
• Good understanding of international trade, logistics, laws, practices and Uganda customs requirements;
• Should exemplify integrity – zero tolerance to unethical acts;
• Client orientation – always putting self in client’s shoes;
• Innovation – constantly developing new or improved approaches;
• Quick learner – quickly picks up and applies new information on the job; and,
• Results focused – looks for ways to achieve results, not excuses why results cannot be achieved.
Job application procedure
Follow the link below to fill a form and submit your application documentation:
https://redcap.link/Procurement_Officer
Filling the form more than once will lead to automatic disqualification. High level of integrity while filling the form is required and will be considered during shortlisting.
Combine all your application documentation i.e. cover letter, CV, certified copies of academic documents & National ID into one PDF document. Deadline for application is 18th March 2024, 5:00 pm. Only shortlisted candidates will be contacted for interview. This position is open to Ugandan nationals only. Strictly follow the application procedure as failure to do so will lead to automatic disqualification. Only online applications through the link provided will be accepted. You will receive a notification in your email if your application and documentation have been successfully received.
N.B: You will be required to present certified copies of your academic documentation before employment and so are advised to embark on the certification process soon enough to enable timely contracting.
The applications should be addressed to:
The Head of Human Resources,
MRC/ UVRI and LSHTM Uganda Research Unit,
P.O. Box, 49, Entebbe, Uganda.
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More Information
- Address Entebbe, Uganda, East Africa
