MRC/UVRI and LSHTM Uganda Procurement Associate Jobs
MRC/UVRI and LSHTM Uganda Procurement Associate Jobs
Job Purpose: Coordinating timely flow of information, updates, and documents between the procurement team, and stakeholders; collecting analyzing procurement data and publishing procurement performance reports.
Also assists Procurement Officers in performance some buying functions and acts in Procurement Officer Capacity in the event of leave/ absence of a Procurement Officer.
Roles & Responsibilities
Collecting and providing regular updates on pending purchase requests to users
Develop, a tracking/update tool that contains all pending purchase requests and user
inquiries; update the status of each inquiry daily and share an update with requesters
daily;
Check the Enterprise Resource Planning (ERP) tool (Microsoft Dynamics Navision) for
all new purchase requisitions and add these to the tracking/ update tool. In addition,
add any new inquiries arising outside of the ERP tool to the tracking/ update tool;
Collect regular updates from Procurement Officers and Head of Procurement on progress of their respective pending purchase requests and update the tracking/ update tool each week with updates that are accurate and useful to users;
Check weekly shipping plan and shipping pre-alerts from the shipping agents and update the tracking/ update tool to show import orders that are planned for shipping, in transit, under customs clearance or delivered to stores, rejected/ returned, pending payment, paid;
Contact Shipping agents and clearing agents for updates on import orders that are planned for shipping or undergoing customs clearance and update tracking/update tool accordingly;
Coordinating delivery of importation orders
Regularly contact and liaise with shipping agents to inform them of orders requiring collection and orders to be delivered to shipping agent by suppliers;
Support Procurement Officers in following up with suppliers on orders that are due for collection or delivery or delayed and push for fulfilment or new delivery dates;
Require shipping agent to provide pre-alert documents including invoices, waybills/ bills
of lading, export certificates;
Contact suppliers for certificates of conformity, certificates of analysis, material safety
data sheets and any other documents required by shipping and clearing agents for successful shipping and customs clearance of imported consignments;
Liaise with the Unit pharmacist to lodge applications for National Drug Authority Import
Verification Certificates (NDA VCs) and with the clearing agent to apply for Uganda National Bureau of Standards (UNBS) destination inspection for all import shipments that require them;
Request Cash or Bank Transfer payments (per Unit Accounts Payables Policy) and coordinate with drivers and/ or accountants and regulatory agencies to ensure
payments for permits/ inspections are made in timely fashion, and permits are provided/ inspections are conducted accordingly;
Respond to inquiries of shipping agent on orders to be consolidated or separated from
weekly shipping consignments;
Instruct shipping agent when required, on treatment of different orders, pickups,
deliveries and shipments;
Consult Procurement Officers on any information needed by shipping agents and act as
single point of contact between Unit and shipping agent/ customs clearing agent.
Managing the ‘Logistics’ procurement category
Be accountable for procuring logistics requirements of the Unit, in compliance with the
Unit Procurement Policies and Standard Operating Practices, including procurement of
shipping agent and clearing agent services;
Manage sourcing, selection and ordering of services of couriers for shipment of samples, biological shipments and courier shipments both locally and internationally;
Receiving payment schedules and invoices from logistics and clearing agents, checking accuracy of the same, submitting these for requisitioning, approval and
following up their timely payment.
Coordination of procurement component of the Unit purchase-to-pay process
Track all procurement deliveries to the Unit and ensure these are appropriately forwarded for payment and settled in accordance with the Unit’s Accounts Payables Policy;
Regularly update the tracking/update tool with the payment status of each outstanding order;
Coordinate with the Stores department, Procurement department, Finance department and Suppliers to troubleshoot/ investigate and resolve any contested or ‘on-hold’ deliveries and ensure these are escalated for resolving or resolved and payments settled;
Receive the Finance ‘Outstanding Pre-payments’ report and follow up with Procurement Officers, Requesters, and Stores to provide correct updates on the status of open prepaid orders;
Procurement performance reporting
Keep track of the annual tender and initiatives plans and produce a monthly dashboard/report on progress of completion of tenders and initiative projects;
Keep track of the annual Procurement team targets and publish a monthly update on
progress towards achieving Procurement objectives;
Collect and analyse data from the ERP tool and other sources, on each purchase request and the different stages from need realization to delivery. In addition, use this data to report on Procurement’s performance in achieving service levels and turnaround times, for each purchase request;
Provide Support to Procurement Officers
Relieve Procurement Officers and perform Procurement officer functions when a Procurement Officer is on leave, out of office or when assigned to do so by Head of procurement;
Perform any reasonable clerical actions requested by Procurement Officers including filing, inspecting deliveries following up with suppliers and/ or requestors on specific requests;
Performing any other reasonable duties as may be requested by the Head of Procurement from time to time.
Person Specification
Bachelor’s degree in Procurement, Logistics, Supply Chain management, Commerce, Business Administration, Economics, Statistics, Commerce, Accounting, or related field required;
CIPS qualification, minimum Level 5 as an alternative to Bachelor’s degree may be considered;
At least 2 years of experience in procurement or experience in a supply chain role with significant purchasing exposure; preferably in a donor funded setting;
At least 2 years’ experience in an analytical role, working with spreadsheets, analyzing data and producing reports;
At least 2 years’ experience working with an Enterprise Resource Planning (ERP)
system;
Intermediate level user of Microsoft Excel (Knowledge of use of MS Excel FORMULA tab and the function library therein, DATA Tab tools and functions, consolidating data, using PivotTables and Subtotals beyond the introductory level, Charting data and formatting Charts, able to create compound and complex formulas, such as array formulas, able
to build spreadsheet models, dashboards and automated templates for use by lower level users of Excel)
Good knowledge of standard workplace IT-tools such as use of computers, printers, scanners and the Windows Office suite.
Good understanding of international trade, logistics, laws, practices and Uganda customs requirements
How to Apply
For more information and job application details, see; MRC/UVRI and LSHTM Uganda Procurement Associate Jobs
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