Job Title: Procurement Officer
Organization: Innovations for Poverty Action (IPA)
Duty Station: Kampala, Uganda
Salary level: Between Ugx 2,000,000 – 2,400,000
Innovations for Poverty Action (IPA), is an international non-profit research organization. Based in New Haven, CT, with offices in New York, NY, Washington, D.C. and worldwide, IPA works with development partners and academic researchers to create and evaluate approaches to solving development problems, to communicate “what works” in development and to scale up successful projects in a variety of fields, including health, education, microfinance, governance and agriculture.
Job Summary: The Procurement Officer will offer support in all Procurements and logistics functions at IPA Uganda (IPAU). The Procurement Assistant will support all functions related to procurement of goods and services in a timely and accurate manner while ensuring compliance to donor regulations, organizational internal policies and procedures and standard procurement practices.
Key Duties and Responsibilities:
1. Preparation and Planning:
- Establish procurement plans on a quarterly basis in consultation with respective Heads of Department and Project Management Teams to identify the main types of goods and services that will be needed based on the current portfolio of projects and operations, and use this to conduct regular market assessments of best sources and prices.
- The incumbent will proactively consult with peer organizations and the private sector to identify new potential suppliers that can be added to IPA updated Approved Preferred Supplier List (PSL), and whenever possible develop relationships and negotiate better prices and terms.
- Maintains continued working relationship with local suppliers, ensure contract terms are respected whenever situation warrants.
- The jobholder will also ensure eligibility verification of all new suppliers before adding them to the approved preferred supplier list (PSL) following Tender Committee Approvals.
- Stay abreast of any changes in governmental taxes (sales, VAT), duty fees and levies procedures.
2. Procurement Process:
- Ensure that all procurement is done efficiently according to IPA Policy guidelines, IPAU Procurement Manual and consistent with relevant donor requirements.
- The incumbent will ensure that all actions are governed by the highest standards of ethics, personal and business conduct as stipulated in IPA financial policies and the IPAU Procurement Manual.
- Suggest to your supervisor any new ideas to improve procurement efficiencies for the update of IPAU Procurement Manual and support tools.
- Keenly review all Purchase Requisitions (PRs) and verify price target that all specifications and requirements are clear and that all corresponding authorizations have been obtained.
- Ensures that all Requests For Quotations (RFQs) clearly present all specifications and requirements as stated in the PR.
- Receive and review all bids and quotations in accordance with price target and specs, and prepare quotes analysis sheet.
- Organize Procurement Committees (PC) and Tender Committee (TC) review meetings when needed, and ensure they follow all applicable guidelines as stipulated in the Procurement Manual.
- Ensure the PC analyzes all bids in a competitive manner and carefully considering all costs and benefits including those not presented on bids explicitly.
- Always negotiate with suppliers regarding price reductions, preferred payment and delivery terms, and shipping options when necessary.
- Ensure that all applicable purchases are in line with the Global Expenditure Policy, Procurement policies including HQ purchases.
- Once all required steps have been completed depending on the value of the procurement, then: make the selection of the best supplier with regard to price, quality and delivery; determine payment and delivery terms; prepare the Purchase Orders (PO); and draw up contracts as needed.
- The incumbent will also ensure that all procurement is processed for all applicable IPA guidelines or Donor Agreements.
- Keenly monitor use and supply of kitchen and cleaning supplies; promptly replenishing stock.
- Recommend changes in quality, quantity, or type of material requisitioned and suggest suitable alternatives if it is in the best interests of IPAU
3. Recordkeeping and Reporting:
- Ensure proper filling of all procurement documents for recordkeeping and auditing, and maintain orderly files on active orders and post activities such as change notices, scheduling changes etc.
- Relevant documentations shall include Purchase Request, Bid Analysis, Request for Quotation, Purchase Order, Delivery Note, Goods Received Note, Payment Request and Contracts are processed and filed as appropriate.
- Maintain an Approved Preferred Supplier List (PSL) with updated information on pricing by goods and services and performance based on recent post-delivery evaluations or feedback.
- Creates vendor files with all necessary details by service category (e.g. stationery suppliers, electrical items suppliers, transporter, etc.).
- Keenly track the status of each procurement request and update management and requestors through regular Procurement Log Sheet.
- Periodically generate an evaluation report on supplier/vendor performance with recommendations based on service delivery/track record (at least every 6 months).
4. Communication, Coordination and Other Duties:
- Ensure personnel designated to receive (admin. or logistics) have as much advance notice as possible of expected delivery of goods and prepare the Goods Received Note (GRN).
- Provides details of assets or equipment’s procured (type, quantity, supplier, price, fund/project etc) to the Administrative staff responsible for inventory management.
- As needed and always respecting segregation of duties recommendations, coordinate with the administration or project staff personnel assigned to receive procured goods whenever there is a problem encountered with completing their established functions correctly and in a timely manner, as established in the IPA Procurement Manual:
- Verify that the goods and invoices received meet the quantity, price and specifications on the Purchase Order/Contract document;
- Complete a Goods Receiving Note (GRN) for all goods received;
- Inform the requesting personnel when their goods have been received;
- Enter the goods into inventory, and storage if needed; and
- Upon issue of GRN & Receipt of the supplier invoice raise payment requests or pass on to designated persons as may be required.
- Following segregation of duty recommendations, work with staff person(s) assigned in admin. or projects for receiving to resolve any quantity discrepancies between PO and supplier's delivery note.
- As needed and always respecting segregation of duties recommendations, communicate with suppliers to return any damaged goods or mis‑ordered goods to suppliers, and ensure substitution or completion of goods ordered if still applicable.
- Follow up with finance team to ensure timely payments as per contracts and purchase orders
- Assist in the preparation of agreements, memos and letters as needed.
- Keep requestors informed of the status of all local and international orders until orders are received.
- Coordinate with other departments or projects to make sure PRs, supplier quote responses, and POs are complete and clear.
- Respond to audit queries in a timely and professional manner when necessary.
- Collects information on price of goods and services whenever needed for budgeting or planning purpose.
- When necessary and within acceptable parameters expedite requisitions and orders to meet urgent operational needs.
- Ensure vigilance against fraudulent activities in all procurement processes and keep up to date with latest guidance for fraud prevention.
- Provides support and training on procurement management to IPAU staff.
- Provide coverage for other staff when required by workload or absence, and perform additional duties as assigned.
- Other Duties: As assigned by your supervisor, perform other tasks, which are consistent with your level in the organization.
Qualifications, Skills and Experience:
- The applicant should preferably hold a Bachelor’s degree in Procurement, Supplies and Logistics Management or equivalent.
- At least three years’ work experience in Procurement Practice with an International NGO or UN Agency - Preferred.
- Good writing and analytical skills.
- Proven ability to apply creative thinking to practical problem solving with an aim of improving service delivery. The person must be able to work with minimum supervision
- Ability to manage multiple tasks at a time and work effectively with colleagues from different backgrounds
- Computer literacy skills i.e. proficiency in MS word and MS Excel, experience in E-mail an advantage
- Cultural sensitivity and demonstrated ability to work successfully with diverse constituencies required;
- Membership in a professional purchasing organization preferred.
How to Apply:
All suitably qualified and interested candidates are strongly encouraged to send an updated CV and cover letter ONLY to the e-mail below. All applications shall be marked: “Procurement Officer”. E-mails that exceed 2 MB will not be considered.
Deadline: 15th May, 2016
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