Makerere University Joint AIDS Program Procurement Specialist Jobs in Uganda

Makerere University Joint AIDS Program (MJAP) was established in 2004 and is registered as a
private-not-for profit Non-Governmental Organization (NGO) of Makerere University. MJAP’s
mission is to build partnerships and strengthen health systems to optimally respond to HIV/AIDS, TB, Non-communicable diseases (NCDs) and other diseases of public health importance in Africa.

Since 2004, MJAP has championed the implementation of comprehensive HIV and TB prevention, care and treatment programs in Ugandan districts, health facilities and communities, capacity building for interprofessional HIV service delivery; and implementation research for HIV, TB/HIV, and non-communicable HIV related conditions.

Project overview:

MJAP was granted the PEPFAR funding Award for the USAID Local Partner Health Services in the
East Central Uganda. MJAP will support public health facilities and their communities in the 12
districts of Bugiri, Bugweri Busia, Buyende, Iganga, Jinja, Kamuli, Kaliro, Luuka, Mayuge,
Namayingo and Namutumba; to continue implementation of quality Integrated HIV/AIDS and TB services, and contribute to the attainment/ sustenance of epidemic control.

Job Summary:

The Procurement Specialist will ensure effective and timely provision of goods/ commodities, works and services to the project through supervision, oversight, guidance and support to the procurement unit staff.

S/he will review, develop and monitor the implementation of the procurement cycle policy and
guidelines for the timely availability of quality goods, works and services at the most competitive
prices in line with MJAP policies and procedures, USG rules and regulations and; Government of
Uganda laws.

Roles and Responsibilities

Lead the process of developing a detailed and efficient procurement plan and implementation,
which will includes: logistics support for on-site and off-site project supported activities (e.g.,
outreach camps, laboratory sample transportation hub network activities), and support to both central office and cluster teams.

Participate in the development of monthly, quarterly and annual reports.

Establish and implement a monitoring system that ensures prices paid for goods and services
are in line with local market prices.

Develop and consolidate Procurement Plans and budget for every financial year and account
for expenditures in accordance with MJAP and USAID procurement policy and guidelines.

Review, develop, update and monitor the implementation of the MJAP procurement policy,
guidelines and tools in accordance with the USAID, MJAP procurement policy and guidelines.

Conduct supplier pre-qualification and management; prepare pre–qualification documents,
invite public bidders for pre-qualification exercise and conduct price search and market
surveys in line with the procurement rules and regulations.

Prepare bidding documents, invite the shortlist bidders to submit their proposals and manage the Tender/Bid opening and communication of awards as per procurement rules and guidelines.

Prepare and submit quarterly Procurement reports to Director Finance and Administration
and respond to all queries or communications regarding the reports in line with MJAP and
USAID procurement policy and guidelines.

Organize and manage contract negotiations with pre-qualified suppliers to negotiate terms
and conditions of contract in line with MJAP and USAID procurement policy and guidelines.

Review and monitor the implementation of a contract management system for the procurement process and provide technical support to user

departments in contract management, in line with MJAP and USAID procurement policy and guidelines.

Documentation and Payment Processing: in coordination with technical team leads such as:
the Finance and Operations Manager and his team, and the Program Assistants, to ensure adequate documentation in support of various project events such as field trainings and workshops, work planning workshops and other meetings involving internal and external staff and other stakeholders. S/he will design a system that puts in place a robust mechanism for the prompt and timely submission of such supporting documentation to the finance office to facilitate timely payment processing.

Coordinate and manage the disposal of assets in accordance with MJAP and USAID procurement policy and guidelines.

Filing: The Procurement Specialist is responsible for the creation, management and ongoing maintenance of a filing, archiving and retrieval system in electronic and hard copy formats for MJAP and USAID procurement policy and guidelines, in accordance with established
policies.

S/he will also maintain records of official correspondence and communications and create a system to log both incoming and outgoing correspondence relating to procurements.

Supervision, Training & Development: The Procurement Specialist will directly supervise the
Procurement Officer and ensure performance of the highest standard; consistent with project needs.

Qualifications, job requirements and competencies

• Bachelor of Procurement and Logistics Management or Bachelor of commerce, Business Administration or a related business field

• A Masters’ degree in Procurement and Logistics management or its equivalent.

• Membership of CIPS is an essential requirement for this job.

• Minimum 5 years’ project procurement management experience, including managing field office procurements and supervision of employees.

• Thorough knowledge of USAID procurement, contractual, procurement and reporting
requirements.

• Strong leadership, analytical and organizational skills; demonstrated ability to work both independently and within a team, assess priorities, and manage multiple activities with
attention to detail.

• Advanced Computer skills including proficiency in Microsoft Office programs, (Excel spreadsheets, word processing, power point, and electronic mail) and any procurement computer packages.

How to Apply

Interested and qualified candidates should apply via the email below and submit their cover letters, a detailed curriculum vita and copies of relevant academic documents to:

hr@mjap.mak.ac.ug addressed to; The Human Resource Manager, Makerere University Joint AIDS Program (MJAP), not later than 12th April 2022 at 5:00pm.

The Application letter, CV and certificates be attached as one document; and should not exceed 5 MB.

MJAP does not charge a recruitment fee or any other fees at any stage of the recruitment process.

MJAP is proud to be an Equal Employment Opportunity employer. We value and seek diversity in our workforce.

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