Marie Stopes International NGO Careers – Procurement Officer

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Job Title:   Procurement Officer
Organization: Marie Stopes
Duty Station: Kampala, Uganda
Reports to: Senior Manager Procurement & Logistics
About MSI:
Marie Stopes International
exists to bring quality family planning and reproductive healthcare to the
world’s poorest and most vulnerable people. We’ve been delivering family
planning, safe abortion, and maternal health services for over 35 years.
Millions of women worldwide turn to us for help each year, whether in limiting
the size of their families, or avoiding dangerous complications in pregnancy or
unsafe abortion.
Job Summary: The Procurement Officer will provide
timely, high quality and cost effective support in the procurement of all goods
and services across all channels in full compliance with all donor regulations,
legal and policy requirements.  In
addition, the incumbent will collate and follow up all procurement plans from
delivery teams
Key Duties and Responsibilities:
1. Planning for procurement in line with budgets and plans:
  • Actively
    support the collection and collation of all annual procurement plans of
    good and services
  • Draw
    procurement plans from approved budgets
  • Propose
    timetable for procurement to be approved
  • Set
    up timetable and agree with finance, programme, sales and centres teams on
    times, volumes and processes to use
  • Ensure
    that all the necessary paperwork is forwarded to users on time
  • Guide
    staff and all user departments on issues to do with procurement and
    logistics
  • Ensuring
    cost effective end to end procurement
2. Set Up:
  • Under
    instruction and in liaison with users, set up and manage procurement of
    goods and services closely following policy to ensure timeliness, quality
    and cost efficiency
  • Present
    procurement documentation to procurement committee on time and accurately
  • Prepare
    adverts, agenda and notices and publish.
  • Ensure
    all the necessary documentation is filled by them before a procurement
    activity commences
  • Proposals,
    award letters, contracts completed
  • Actively
    participates in pre-bid meetings,
  • Supports
    in Publicizing Procurement notices including liaising with newspapers
    printing companies about advertisements, and addenda.
3. Purchase:
  • Send
    invoices to Finance for payment
  • Expeditiously
    follow up on the suppliers and service providers invoices, and ensure that
    they are paid in a timely manner
4. Storage:
  • Ensure
    receipt is for the right goods (batch numbers, expiry dates etc)
  • Ensure
    proper storage. Raising immediately any concerns
  • Actively
    coordinate with the Warehouse supervisor to ensure that all equipment and
    pharmaceutical products required by the different field teams are released
    in a timely manner
5. Delivery:
  • Consignments
    sent with teams going to field and through courier in a timely manner..
  • Carries
    out supplier appraisals, with consultation with Procurement and Logistics
    Manager, and other managers and Directors.
6. Record Keeping:
Properly files documents including bid documents, proposals, award letters,
contracts
7. Review and learning from customers:
  • Supplier
    appraisals carried out and reports made every year
  • Prepare
    monthly, quarterly and annual reports about the status of the procurement
    and logistics.
  • Survey
    staff clients and get feedback on levels of satisfaction
  • Actively
    participates in bid evaluation meetings
Qualifications, Skills and
Experience:
  • The
    applicant should preferably hold a Degree or Diploma in the following
    areas; Business management, Commerce, General Management, Procurement&
    Logistics Management, Accounting, Pharmacy
  • Past
    experience in procurement &Logistics management related activities in
    NGO /or commercial setting
  • Proven
    experience of a range of procurement activities, including but not limited
    to: national and international procurement; warehouse management; pharmacy
    management.
  • Computer
    literacy skills in Microsoft Office computer programmes, particularly Word
    and Excel.
  • Working
    knowledge of institutional donors in the sector and related compliance
    regulations (e.g., DFID, EC, USAID, UNFPA) regarding warehousing.
  • Pharmacological
    experience: knowledge of drugs and pharmacy stores management
  • Detailed
    understanding and knowledge of the principles, procedures and practices of
    accounting, financial records and transactions
  • Deep
    understanding of current internal audit legislation with the ability to
    maintain up to date knowledge and sharing developments with colleagues
  • Excellent
    organizational skills with the ability to work under pressure
  • Ability
    to work autonomously and to plan and prioritise own workload
How to Apply:
All candidates who wish to
join Marie Stopes are strongly encouraged to send an updated CV and cover letter
via email to: vacancies@msiu.or.ug
NB: Please do not attach transcripts
Deadline: Friday 12th June, 2015
by 5pm

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