The Ugandan Jobline

• Steer and manage the procurement
  process at CARE Uganda’s Sub office ensuring that all procurements are
  planned and budgeted for effective delivery: Participating in
  strategic & operational planning in order to lead the procurement
  planning for the sub office.
• Keenly monitor and review the approved
  suppliers list to ensure that the database on the existing and potential
  sources for procurement of the items and services required by the sub
  office are up-to- date.
• Collating procurement requests into a plan
  that will result in most cost-effective purchasing
• As member of the Procurement Committee,
  leading the procurement activities at Sub Office level, preparing all
  necessary documentation for tender evaluation meetings
• Keeping users informed concerning the
  status of procurement requests and anticipated delivery times, especially
  in the case of delays or problems
• Work closely with the Program Manager and
  the procurement committee by taking the lead in the development of bid
  evaluation criteria so as to ensure consistent assessment of bids and
  proposals
• Work in liaison with the Program Managers
  to appreciate and collate their procurement requirements and needs so as
  to be specific as you compile request for quotations.
• Coordinate the development and preparation
  of the bid document to ensure that the most technical and financial sound
  supplier is identified to provided services to the sub office
• Participate in the pre-qualification and
  selection of suitable competitive suppliers that will result is
  technically competent suppliers work with the sub office
• Coordinate the feedback and communication
  to all bidders to ensure an effective and transparent system that
  communicates positive and or constructive feedback to the bidders in a
  timely manner
• Carrying out market surveys to identify
  supply source of items , evaluation of the quotations, negotiating with
  suppliers
• Prepare evaluation reports to management
  that demonstrates a transparent and effective / efficient procurement
  process
• Review and analyse supplier performance
  against LPO / requirements to establish relevance and performance so as to
  provide performance feedback to both Care Uganda and the supplier.

• Placing orders for goods, works and
  services and following up to ensure timely and accurate delivery.
• Consulting with internal customers in
  order to fully understand their requirements, advising them as appropriate
• Analysing cost: benefits and supporting
  clients to make appropriate purchasing decisions
• Purchasing goods and services, completing
  all documentation according to CARE’s procedures; passing all contracts to
  the Administration Manager for verification and approval
• Ensuring that bills are reconciled
  (telephone, utilities, courier etc); initiating payment if the bill is
  accurate and negotiating with suppliers if not
• At all times, ensuring professional and
  cordial relationships with internal and external stakeholders

• Prepare and advise management about the
  quantity of the available assets to be disposed of and their working
  conditions /status, in consultation with the relevant departments, so as
  to plan for the disposal process.
• Actively participate in bid/ purchase
  proposals with the tender committee to select the best qualified buyer
• Select a buyer against a pre-defined
  criteria
• Develop and place the required adverts in
  the papers
• Complete all necessary forms within the
  disposal processes and advise management on disposal activities

• Maintain all critical information up to
  date (essential CI & CO contacts, CO staff contacts & required
  documents, police contacts, health facilities contacts, insurance
  contacts, evacuation protocol and information contacts, etc)
• Ensures safety of all critical information
  and document, as per documentation retention policy and donor
  requirements, main contracts (for offices, residences, staff, vendors,
  local partners, donors, etc), NGO registration) and takes special care for
  filing confidential and critical information (and ensuring restricted
  access).
• Ensures critical documents and files are
  also regularly saved electronically
• Producing accurate, timely and concise
  management reports, highlighting where action needs to be taken:
• Vehicle inspection reports
  (weekly)
• Vehicle tracking report
  (monthly)
• Fuel efficiency report
  monthly Produce asset movement reports (quarterly)
• Work in liaison with accountable managers
  to ensure they fully understand the reports; speedily incorporating any
  feedback into the final report
• Ensure that vehicles & motor cycles
  insurance renewals are made on time and that all other legally required
  paperwork (e.g. driver licences & medicals) is in place and legally
  complain according to URA, Ministry of Transport and Care International
  requirements

• Ensure that all of the paperwork that
  should be in an employee’s file copy is there, taking initiative to report
  to HQ on any missing documents and ensuring all files are up to date
• Liaise with the HQ HR unit to ensure that
  all SO staff and registered dependants are duly insured, and that medical
  cards are promptly issued for both staff and nominated dependants, and
  that they are able to access medical care
• Follow up with the HRO and supervisors to
  ensure that all automatic actions / routines are carried out according to
  the schedule set by the HR Manager (e.g. end-of-probation appraisals,
  contract renewals, recurrent training etc)
• Render support in reviewing staff
  overtime, absenteeism and clock in and out records to ensure that there is
  accurate computation of salaries as defined and agreed in service /
  employment contracts
• Work closely with accountable managers to
  keep them informed of the progress of staff on compassionate or sickness
  absence, and encouraging appropriate support as well as ensuring that all
  required documents are submitted by the staff e.g. the bed rests requests
  by the docs
• Coordinate quarterly sensitisations and
  performance review meetings with the service provider for medical and GPA
  to ensure they are still providing to the expected standards
• Take lead at the SO in organising parties,
  celebrations, cards and gifts. Organise parties farewell parties,
  birthdays, key events or successes that we want to celebrate.
• Proactively consider the needs of SO
  staff, listening to concerns with compassion and empathy, and taking
  appropriate action where possible; identifying themes and presenting
  recommendations for action to Senior Management
• Keenly monitor the SO staff engagement
  levels, soliciting for feedback on CARE’s rewards management mechanisms
  that result in staff motivation and retention of talent
• Actively participate in coordinating and
  monitoring staff forums ( weekly staff meetings) that support employee
  voice by coordinating elections and supporting managers to hold regular
  meetings and opportunities for meetings with all staff, SMT and CD
• Support CO to implement a CO wide Gender
  Action Learning process that will help CO grow its competency and capacity
  in addressing GED at the work floor
• Support the HR HQ in overseeing the
  implementation of the CO orientation package at the SO
• Support hiring managers to deliver quality
  and relevant orientation and further support new staff at the SO to
  understand the expectations of their role and contribution to CO success
• Support the HR function at the SO ensuring
  that all activities related to CO performance management system are
  conducted in a transparent and professional manner resulting in an engaged
  workforce that delivers the objectives of the organisation.

• Communicate to the Administrative team a
  clear and exciting vision for the work of CARE Uganda’s and for the role
  of the unit in supporting the organisation
• Ensure that each member is provided with
  clear expectations for achievement of results, standards and behaviour
• Plan and organise the work of the team so
  as to achieve team and organisation in the most cost effective manner
  possible; ensuring that team members are given appropriate workloads and
  are working efficiently
• Support and build the capacity of team
  members to enable them to give of their best e.g. by encouraging and
  praising good performance, coaching, training, assisting staff to prevent
  or resolve problems, providing resources, tools and equipment
• Monitor and review performance and, in
  particular, hold staff accountable for achieving results, meeting
  standards of excellence and delivering any improvement goals which have
  been identified; taking decisive action in the case of poor performance

• The ideal candidate must hold a Bachelor’s
  degree in Business Administration, Human Resource, Social science or
  Development studies
• A minimum of three to six years’
  experience in a medium-sized organisation
• Strong business including strong problem
  solving skills, critical thinking, and self-initiative
• Excellent written, verbal communication,
  interpersonal skills; high quality document and report preparation;
  excellent presentation skills
• Demonstrated ability to successfully work
  as a team member and to build and maintain a positive work environment
  across the organisation
• Good computer skills
• High level of integrity at work and strong
  people management skills.
• Organised person with a client-orientation,
  dynamic public relations and discretion
• Ability to work independently with minimal
  supervision from the supervisor.
• Personal Competencies: building
  effective teams, integrity & results, customer focus, drive for
  results, creativity, learning on the fly, cross cultural sensitivity,
  cross cultural agility, business acumen, negotiating, , managing
  diversity, dealing with paradox

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