Procurement Assistant job at Aga Khan Education Services

The position
AKES, U is a private, not for profit organization committed to enriching the lives of “many generations of multi-racial and multi-cultural student populations” through the provision of quality and affordable education. AKES, U operates schools from Pre-School to High School and offers the British National Curriculum (BNC), International General Certificate of Secondary Education (IGCSE), International Baccalaureate Diploma Programme (IBDP) and the Uganda National Primary and Secondary curriculum. The incumbent will support the Procurement and Administration Coordinator in the area of procurement and administration in the smooth running of the organization. He/ she will perform a number of tasks to include:

Procurement
• Be familiar with, and follow, the approved Procurement policy and procedures
• Support procurement functions at AKESU.
• Work with the P&A Coordinator to establish a system of vendor qualification and maintain a database of preferred suppliers.
• Ensure PRFs submitted by users are properly completed with the correct required information.
• Support the P&A Coordinator to obtain quotations, create Competitive Quotation Analysis, issue LPOs upon authorization and monitor delivery of goods and services ordered.
• Maintain a procurement tracker to track and report on all procurement to ensure all procurement is done within timeliness standards set by the CFO.
• Coordinate between Accounts staff and suppliers on payment inquiries.
• Compile all procurement documentation in a timely manner and deliver to Accounts staff to ensure payment within 30 days of receipt of invoice
• Support central stores or other staff in quality assurance of deliveries and replacement of defective or unacceptable items.
• Review framework agreements with the P&A Coordinator on a quarterly basis and ensure all LPOs are done in accordance with the prices therein.
• Conduct quarterly market price checks to validate that the organization is getting the best possible prices on procurement.

Coordination of Transport
• Monitoring vehicles costs, fuel consumption, maintenance and repair cost.
• Initiate vehicle repairs as and when need arises
• Scheduling vehicles bookings according to the activities timetabled and other official bookings.
• Updating transport activities timetable in close collaboration with the different school activity leaders.
• Ensuring that all the vehicles are insured, licensed and have valid parking vouchers as required.
• Refueling AKES, U vehicles together with the drivers as and when required.
• Monitoring through the vehicle log books the daily use, the movement of all the vehicles and ensuring that the book is properly filled and signed.
• Ensure that drivers’ permits are up to date.
• Ensure vehicles are cleaned on a regular basis.

Administrative Work
Ensure that the following are kept up to date on a regular basis:
• Insurance
• Trading license for all the schools
• Occupational Health and Safety workplace certificate
Undertake such other tasks that may be assigned from time to time by the P&A Coordinator, the CFO or the CEO

The requirements
Qualifications & Experience:
• University degree in Procurement, Business, Public Administration, or related field
• At least 3+ years of in-country work experience in procurement.
• Proficiency in Microsoft Office packages.

Skills (technical/behavioral):
• Strong personality and communication skills
• Ability to multi-task
• Strong bargaining and analytical skills
• Excellent presentation skills.

Job application procedure
• Interested and qualified? Click here to apply

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