Administrative Officer-Procurement Job Opportunity at FINCA International Uganda

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Organisation: FINCA International Uganda
Duty Station: Kampala, Uganda
Reports to: Administration Manager
About FINCA Uganda:
FINCA Uganda Limited (MDI) is the very first licensed micro finance
deposit taking institution in Uganda, and part of a global network which serves
over 1,000,000 clients in 27 countries. FINCA Uganda currently offers loans,
savings and money transfer services in Uganda, one of the most competitive and
dynamic microfinance markets in the world.
Job Summary: The Administrative Officer-Procurement is
responsible for the efficient, responsive and cost-effective procurement
operations of FINCA Uganda. She/he shall assist the Administrative Manager in
the coordination and management of the procurement and disposal of goods,
services and works. This function will support the organisation through
reliable and timely support services and will maximise value and effectiveness
of goods and services received by FINCA Uganda. The Administrative Officer
–Procurement will plan, manage and monitor all procurements in all FINCA
offices and branches. She/he will follow, promote and enhance FINCA Uganda’s
Administrative Policies and Procedures.
Key Duties and Responsibilities: 
1. Purchase Planning &
Support:
  • Analyze requests for purchases to
    determine whether to approve for onward submission to the Administration
    Manager for competitive bids.
  • Process invoices and ensure timely payment
    of suppliers and vendors
  • Raises Local Purchase Orders and
    related   documentation in the
    procurement process for approved procurements.
 2. Supplier and Service Provider Relations:
  • Develop and maintain a suppliers’ list for
    quick   identification of different
    suppliers of categories of goods, works and   services as and when the need arises.
  • Maintain up to date database of preferred
    / pre-approved vendors, suppliers and service providers as approved by the
    Procurement Committee
  • Maintain a blacklist of vendors and
    service providers who will not be considered for bids or orders due to
    significant service or quality issues, unethical practices etc. and   ensure that they do not receive business
    from FINCA Uganda.
3. Procurement Committee   Preparation:
  • Prepare documentation and bid analyses for
    evaluation and approval of purchases by the procurement committee.
  • Evaluate vendor bid responses and compare
    vendor quotations with product specifications; document discrepancies.
 4. Inventory Management:
  • Ensure sufficient stocks of inventory are
    held in   store to meet forecast
    demand.
  • Establish in implement Re-Order levels for
    all   inventory stocks held in store
  • Review Bin cards on monthly basis to
    ensure they   reflect actual stock
    in stores.
  • Manage stationery by ensuring serial
    numbering is   adhered to and
    tracked to avoid pilferage
5. Transport Management:
  • Ensure that vehicles are in sound working
    condition at all times.
  • Review monthly fuel consumption for
    vehicles,   motorcycles and
    generators to ensure proper fuel utilization.
  • Review vehicle and cycle maintenance
    records monthly.
 Key Performance Indicators:
  • Procure assets of the institution in
    accordance with FINCA Uganda’s Administrative policies and procedures
    manual.
  • Manage inventory/stationery and office
    supplies in accordance to FINCA Uganda policies and procedures.
  • Manage transport and logistics in line
    with FINCA Uganda policies and procedures.
  • Monitor and evaluate performance of
    Administrative Assistants and Drivers (support staff) in line with the
    Human Resources manual. 
Qualifications, Skills & Experience:
  • The Administrative Officer should
    preferably possess a University degree in procurement, commerce, business
    administration or related field
  • Additional Professional procurement
    qualification (CIPS) is a must.
  • A minimum of three years’ professional
    experience with a minimum of 1 year of procurement or administrative
    management experience
  • Computer literacy skills i.e. Proficient
    in MS-Office (especially Word and Excel);
How to Apply:  
If you so desire to work with one of the world’s leading microfinance
institutions, FINCA International, Please Click We b link below to see full job
details and thereafter express interest By Clicking “Apply Now” at the top
of the page.
Deadline: 10th March, 2014

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