Aga Khan Foundation Area Procurement and Administration Assistant Jobs in Uganda

Aga Khan Foundation Area Procurement and Administration Assistant Jobs in Uganda

Role description:

The Admin and Procurement Assistant will work under the overall guidance of the Area Program Manager. The Admin and Procurement assistant will have indirect reporting lines to the Senior HR/Procurement Officers.

S/he will be responsible for planning, implementing, and managing administrative and procurement related activities. Moreover, she/he will be responsible for managing communication and accounts related activities. She/he will have the following specific duties and responsibilities.

Responsibilities

Administrative:

Work for arranging several workshops, seminars, meetings as a team member.

Manage local and international travel for the project staff.

Ensured security clearance, travel authorization, tickets etc for field visit of project official.

Maintain Inventory and records for vehicles, non-expandable assets, IEC and Training materials, VC forms, office supplies.

Deal with travel and transport arrangement, material distribution to the field etc.

Assist for hiring consulting firm/individual for any services and deal with contractor/consultant for receiving the deliverables, evaluate their performance through verify contractual provision in line with the TOR as well as contract agreement and process the payment to them.

Assist to ensure security management of the office and project assets through monitoring of security guards.

Perform any other duties and responsibilities assigned by the Line Manger.

Work assigned duties by the Line Manager as and when required.

Assist to ensure monitoring of staff attendance, leave record and official movement during office hour.

Monitor Leave record for personnel.

Procurement:

Assess procurement requirements, prepare procurement plans, draft specifications, and initiate procurement process.

Assist to prepare procurement / tender documents for RFQs, RFPs, OTM/ITB etc for procurement.

Arrange TOC and TEC meeting to evaluate tenders and quotation documents as and when required.

Check quality of deliverables and ensure that procured items are delivered properly as per specification as well as contract agreement and deal with performance evaluation of vendors.

Assist to ensure timely procurement of goods/logistical requirement and services through monitoring the procurement progress with the AKFU Procurement unit and

follow up with vendors.

Prepare reports on procurement for project management, and others.

Competencies

Corporate and Functional Competencies:

Demonstrate integrity by modelling AKF’s values and ethical standards (human rights, peace, understanding between peoples and nations, tolerance, integrity, respect, results orientation (AKF core ethics) impartiality.

Promotes the vision, mission, and strategic goals of AKFU.

Displays culture, gender, religion, race, nationality, age sensibility and adaptability.

Maintain relationship with primary and secondary stakeholders, focus on impact, response positively and give feedback timely & also timely response to queries.

Demonstrate good oral and written communication skills.

Demonstrate openness to change and ability to manage complexities.

Demonstrate administrative skills and demonstrated results-oriented approach to work.

Development and Operational Effectiveness

Strong administrative and analytic skills along with timely procurement of the goods and services.

Ability to maintain records, skills of compliance of the goods & services as well as communication and presentation skills are required.

Ability to accommodate cultural sensitivity and respect human rights and gender issues in the workplace. Ability to work in a multi cultural environment.

Computer and internet expertise is mandatory.

Ability for establishing and maintaining good working relationships to facilitate work goals.

Knowledge Management and Learning

Actively works towards continuing personal learning and development in one or more practice areas, acts on learning plan.

Excellent communication skills (written & oral), sensible responsive to all partners, respect, and helpful relation with all AKFU and project staff.

How to Apply

For more information and job application details, see; Aga Khan Foundation Area Procurement and Administration Assistant Jobs in Uganda

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