GiveDirectly Office and Procurement Associate Jobs in Uganda

GiveDirectly Office and Procurement Associate Jobs in Uganda

About the role:

Reports Directly to the Office and Procurement Manager. Works directly with program staff, administrative staff, and field staff

Supervisory Responsibilities

Supervise the Administrative Assistant, Office Chef, and Office cleaner

Job Responsibilities:

Administration and Office Management

Oversee the smooth flow of routine administrative work and ensure adherence to the organization's administrative procedures by staff.

Ensure proper functioning and maintenance of office equipment and other facilities.

Assist in conducting and arranging for training and office events

Receive and process requests for cash for field activities and review staff accountabilities.

Draft all office communications including memos, official letters, and orientation agendas.

Train staff on and enforce administrative policies.

Make travel and accommodation arrangements and bookings for staff and partners.

Ensure timely provision of supplies to enable smooth operation at the office

Monitor and help process travel and Visa documents for expatriate staff

Verify staff, partner, and supplier payment requests and follow up on their payments with the Finance department.

Supervise cleaning of the office premises every day and ensure the smooth running of the Office

Maintain schedules of payments and due dates for tenancy for all running contracts with service providers.

Assist in formulating department budgets and cash projections for the month.

Filing documents in reference files in G-Drive in line with GiveDirectly’s filing rules

Assist in onboarding of newly hired staff and offboarding of staff whose contracts have ended

Handle petty cash, cash withdrawals, and monthly cash counts, keeping the cashbook according to GiveDirectlys accounting policy

Support in the monitoring of expenses in accordance with the office management budget

Assist in the internal/ external controls and audits

Procurement and Contracts Management:

Assist with developing and implementing policies and systems for effective and smooth operation and identifying opportunities for risk mitigation and process improvement

Coordinate Procurement Planning and Execution in liaison with respective Program budget holders.

Assist in Drafting and preparing contracts for vendors and supervising/monitoring vendor performance.

Assist in Coordination and complete Prequalification Process leading to prequalified supplier lists for the organization

Conduct market assessment, vendor mapping, Profiling, and maintaining a supplier database for commonly used items.

Provide guidance, advice, and training to staff on procurement and logistics processes

Analyze Procurement requirements and select the most appropriate method depending on the value of procurement.

Analyze, negotiate, and prepare contractual agreements and any addenda.

Prepare and submit for review and approval of procurement documents, vendor correspondences and minutes of all procurement committees.

Coordinate with the Finance department to ensure that all payments to vendors are made on time and without financial strain on the organization

Prepare for receipt of goods purchased for office or programmatic activities at all offices (considering the need for segregation of duties

in the process.

Plan goods delivery to office and other project sites in accordance with the needs while minimizing costs.

Stores, Inventory, and Asset Management:

Ensure that procedures outlined in GiveDirectly’s Asset Management Manual will be implemented in all Offices

Oversee Assets Movement and regular updating of stores and assets inventory to ensure that they are properly tagged and allocated.

Oversee and ensure effective store delivery systems are in place, and ensure goods movement is properly documented, reconciled, and reported.

Prepare monthly stock count certificate and present it for approval

Ensure all lost, damaged, sold, stolen (or other) items are properly recorded with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is complete

Conduct quarterly verification of all assets to ensure consistency with information in the database

Ensure Proper disposal of obsolete or broken equipment as per GiveDirectly regulations

Security Management

Serve as security focal point for the field office, update and implement security policies appropriate for the local context

Ensure that outsourced guards are deployed at all offices

Train the outsourced security guards on GiveDirectly’s Security Standard Operating Procedures and ensure staff and visitors follow office entry procedures.

Submit regular security reports to Supervisor on occurring incidents and any security issues/concerns

Knowledge and Experience

Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or related & Equivalent field

Three years of experience in administrative and procurement management in the NGO sector with strong organizational skills.

Ability to interact effectively with international and national personnel, and adaptability to unanticipated circumstances.

Good working knowledge of IT tools (related software, phone, email, the internet) and computer applications (e.g., MS Word and Excel, G-suite )

Exceptional emotional intelligence and a demonstrated ability to work cross-culturally and cross-functionally

Exceptional organizational skills and attention to detail

Exceptional communication skills, including the ability to navigate challenging office management situations that involve complex interpersonal dynamics

Strong ownership mindset and ability to work in a self-directed manner

Comfortable operating in a culture of direct, candid feedback

Excellent English oral and written skills and a high level of service orientation.

Willingness to upskill as required by the tasks to be performed.

Willingness to travel within Uganda.

How to Apply

For more information and job application details, see; GiveDirectly Office and Procurement Associate Jobs in Uganda

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