AFOD Procurement & Logistics Officer Jobs in Uganda

AFOD Procurement & Logistics Officer Jobs in Uganda

Job Summary:

Under the supervision of the Program Manager, the role requires procurement planning, procurement, contract management, suppliers’ management, compliance & ethnics. He/she will be accountable for the preparation, co-ordination and implementation of logistics and procurement activities including consolidated annual procurement plans and ensure user departments adhere to it in line with approved budgets whilst conforming to both AFOD & donor regulations and guidelines.

Duties and responsibilities:

Working closely with Program Manager, Head of Operation and Logistics officers, and other internal and external partners effectively plan and support program implementation by collecting, organizing and analyzing data market information and data to enable effective procurement planning, preparing and implementing procurement plans following related AFOD procurement Standard Operating Procedures (SOPs) and monitor supply market and conduct market surveys & analysis to ensure value for money in procurement.

Lead in the implementing procurement plan and strategy and ensuring all procurement needs are met on time in line with AFOD and donors’ standards.

Support the development of procurement specifications

Initiate and process Request for quotations (RFQ) and Request for proposals (RFP).

Prepare bids analysis and other bidding documents for approval.

Conduct negotiations with suppliers that is transparent and documented.

Review procurement documents for accuracy before taking payment for approval.

Collaborating with all departments by coordination with finance, program to ensure smooth and timely procurement.

Lead the contracting process so that the terms and conditions, and contracting procedures as provided by Procurement Manual are followed. Lead in supplier relationships and performance to ensure that suppliers adhere to Service Level Agreements (SLAs), and that there is precise record keeping. This includes maintaining suppliers files and documentation, monitoring and documenting supplier performance.

Assist in identifying and analyzing compliance risk in procurement processes and in implementing donor rules & regulations for all procurements by implementing due diligence for suppliers, this includes conducting reference checks, supplier visits etc.

Preparing and submitting accurate monthly reports to the Procurement Manager on time.

Supporting with developing and updating the procurement plans (assigned) as required.

Submitting monthly list of commitments to Operation Manager and Finance officer.

Submit periodic procurement tracking report for specific Grants that you are assigned to.

Plan and implement the internal and external statutory law that affect the procurement and logistics.

Advice the Senior Management Team through the Head of Operations on all issues related to procurement and logistics, and ensure transparency and accountability in all activities.

Provide inputs to budgets and project proposals for procurement and logistics activities.

Develop a system of tracking procurement and logistics requests and generate status reports.

Coordinate all activities relating to the AFOD Asset inventory records;

Ensure that physical assets counts

are conducted as per donor – AFOD policies and expressed to the AFOD OM on a bi-annual basis.

Ensure that inventory reports are produced and submitted to the Program manager and Operation Manager on the 5th of every month.

Ensure adequate storage facilities are maintained within AFOD premises, both in the field and in Kampala country office.

Coordinate the shipment of goods, to and from Country Office to minimize costs and any inconveniences to AFOD.

Participate in vendor selection activities (as Secretary to the procurement committee) to ensure compliance with the approved processes in the area of vendor selection and bids analysis.

Carry out vendor rating analysis and obtain approval based on performance, reliability and other procurement factors.

Coordinate the bookings and logistics of all flights in region, and for all accommodation and transportation required in Country office.

Coordinate all aspects of AFOD travel (procuring visas, flight bookings, ID checks & issue, confirmation and logistics and cargo control)

Manage relocation, shipment, customs clearance of household items etc for international staff.

Prepare export documents to enable timely export and delivery of goods to the field.

Ensure all AFOD assets are tagged/engraved both field and country office for tracking purposes.

Liaise with M&E to conduct quarterly asset status audits and share reports with Management/OM.

Vehicle maintenance and repairs are planned and provided in a timely nature.

All Vehicles are maintained and equipped in accordance with AFOD Policy.

AFOD and local authority laws relating to vehicles registration, usage and insurance are fully met;

Ensure repairs and renovations on all AFOD physical properties, including buildings/residence and equipment are carried out in a timely manner;

Confirm and coordinate accommodation for AFOD staff on mission (AFOD staff/ guest accommodations etc.)

Preform any other duties assigned.

Minimum qualifications

Education

Must hold a Bachelor`s degree in either of the following fields: Procurement & logistics, Business Administration or any other related field obtained from a recognized university or Institution.

Experience

A minimum of four years relevant working experience in a relevant field gained from a reputable organization.

Working experience with Relational Database Management System, Oracle, & SQL would be an asset.

How to Apply

For more information and job application details, see; AFOD Procurement & Logistics Officer Jobs in Uganda

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