Job Title: Data & Evaluation Specialist (UN Jobs) Organisation: United Nations…
Procurement Officer Non-profit Jobs – Innovations for Poverty Action (IPA)
Job Title: Procurement Officer
Organization: Innovations
for Poverty Action (IPA)
for Poverty Action (IPA)
Duty Station: Kampala,
Uganda
Uganda
Reports to: Deputy Country
Director
Director
About US:
Innovations for Poverty Action (IPA) is a research and policy
non-profit that discovers and promotes effective solutions to global poverty
problems. IPA brings together researchers and decision-makers to design,
rigorously evaluate, and refine these solutions and their applications,
ensuring that the evidence created is used to improve the lives of the world’s
poor. In recent decades, trillions of dollars have been spent on programs
designed to reduce global poverty, but clear evidence on which programs succeed
is rare, and when evidence does exist, decision-makers often do not know about
it. IPA exists to bring together leading researchers and these decision-makers
to ensure that the evidence we create leads to tangible impact on the world.
Since its founding in 2002, IPA has worked with over 400 leading academics to
conduct over 600 evaluations in 51 countries. This research has informed
hundreds of successful programs that now impact millions of individuals
worldwide.
non-profit that discovers and promotes effective solutions to global poverty
problems. IPA brings together researchers and decision-makers to design,
rigorously evaluate, and refine these solutions and their applications,
ensuring that the evidence created is used to improve the lives of the world’s
poor. In recent decades, trillions of dollars have been spent on programs
designed to reduce global poverty, but clear evidence on which programs succeed
is rare, and when evidence does exist, decision-makers often do not know about
it. IPA exists to bring together leading researchers and these decision-makers
to ensure that the evidence we create leads to tangible impact on the world.
Since its founding in 2002, IPA has worked with over 400 leading academics to
conduct over 600 evaluations in 51 countries. This research has informed
hundreds of successful programs that now impact millions of individuals
worldwide.
Job Summary: The Procurement
Officer will mainly be responsible for efficiently and effectively managing and
coordinating all aspects of procurement for IPAU to ensure that all projects
and operations have the goods and services needed, when they need them. The
incumbent will be ensuring best value for money at all times and upholding the
highest standards of ethical conduct in dealing with suppliers and contractors
while being compliant to IPA policies and procedures, donor regulations and
statutory government of Uganda guidelines.
Officer will mainly be responsible for efficiently and effectively managing and
coordinating all aspects of procurement for IPAU to ensure that all projects
and operations have the goods and services needed, when they need them. The
incumbent will be ensuring best value for money at all times and upholding the
highest standards of ethical conduct in dealing with suppliers and contractors
while being compliant to IPA policies and procedures, donor regulations and
statutory government of Uganda guidelines.
Key Duties and
Responsibilities:
Responsibilities:
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. - 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, visit vendor facilities to ensure contract terms are
respected whenever situation warrants. - Ensure eligibility verification of all new
suppliers before adding them to the approved preferred supplier list (PSL)
following Tender Committee Approvals. - Stay abreast with any changes in
governmental taxes (sales, VAT), duty fees and levies procedures. - Take initiative to develop and implement
an electronic procurement system. - Work with overseas procurement agencies
where necessary
Procurement Process:
- Ensure that all procurement is done
efficiently according to IPA Policy guidelines, IPAU Procurement Manual
and consistent with relevant donor requirements. - 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. - 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. - 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
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.). - 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).
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: 1) verify that the goods and invoices received meet the quantity,
price and specifications on the Purchase Order/Contract document; 2)
complete a Goods Receiving Note (GRN) for all goods received; 3) inform
the requesting personnel when their goods have been received; 4) enter the
goods into inventory, and storage if needed; and 5) 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. - Quickly 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.
tasks, which are consistent with your level in the organization.
Qualifications, Skills and Experience:
- The ideal candidate for the Innovations
for Poverty Action (IPA) Procurement Officer job placement should
preferably hold a Bachelor’s degree in Procurement, Supplies and Logistics
Management or equivalent. - Applicants with Chartered Institute of
Procurement and Supply Professional Certification are desired - Membership in a professional purchasing
organization is preferred - A minimum of three years of related work
experience in Procurement Practice with an International NGO or UN Agency. - Good writing and analytical skills.
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 with 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; - Proven ability to communicate clearly and
concisely in written and spoken English - Proven ability to prepare reports and
maintain complete files and records. - Flexible and proactive work ethic with a
demonstrated interest in the vision and mission of IPA. - Previous experience/knowledge of
USAID/DIFID policies and procedures preferred. - Must be scrupulously honest and always
foster an atmosphere of trust and integrity. - Good computers and ICT skills, fully
capable with Microsoft Office (MS Word, Excel and PPT), and experience
conducting internet sourcing and price comparisons. - Demonstrated ability to perform fast,
efficient and cost effective procurement service while maintaining the
organization high standards. - Good negotiation skills
- Previous experience in conducting market
research - Committed to always providing highest
possible customer service. - Excellent organizational skills.
- Ability to assimilate and analyze
situations, plus skill in handling unexpected situations. - Demonstrated ability to negotiate and
implement service level agreements. - Excellent interpersonal communication
skills and relationship builder.
How to Apply:
All suitably qualified and interested candidates should E-mail an
updated CV (3 pages max, including three professional references), copies of
academic certificates and a cover letter explaining interest in the position
and fit for the role and salary expectation to the Human Resource Manager at jobs-uganda@poverty-action.org
with the subject line of the E-mail indicated as “Application for Procurement
Officer Position.”
updated CV (3 pages max, including three professional references), copies of
academic certificates and a cover letter explaining interest in the position
and fit for the role and salary expectation to the Human Resource Manager at jobs-uganda@poverty-action.org
with the subject line of the E-mail indicated as “Application for Procurement
Officer Position.”
Please also complete the on-line assessment available at the following
link: Click Here
link: Click Here
Deadline: 7th July 2017
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