Entry Level Procurement Assistant Vacancy – Marie Stopes International (MSI)

Title:    Procurement
Organisation: Marie Stopes International (MSI)
Kampala, Uganda
Reports to: Procurement
Marie Stopes International (MSI) is a
global organisation providing personalised contraception and safe post-abortion
care services to women and girls. Our local teams of professionals are
passionate about the work they do in communities across 37 countries. The
services we provide give a woman the power to choose when she has children so
that she is free pursue her plans and dreams for herself and her family.
Job Summary:  The Procurement Assistant will support the process
that ensures that all procurement of goods and services in Marie Stopes
International Uganda (MSI Uganda) across all activities and departments meets
the standards of quality, quantity, time, price and place.
Key Duties and Responsibilities: 
The incumbent will handle all Purchase Requisition
Forms (PRFs) in to Purchase Orders using INFLOW and follow up with vendors for
Organising and maintain computerized and hard copy
procurement files according to established filing systems.
Keenly verify invoices and delivery notes by
ensuring that they tally with the Purchase Order.
Management Activities
Maintain pre-qualified vendor database as
Quickly correspond with vendors regarding prices,
product avaliabilty and delivery.
Actively facilitate in product sample approvals by
the respective user department where applicable.
Procurement Activities:
Coordinate and schedule meetings with vendors.
Carry out any procurement activities relating to
review of completeness of PRFs and Request For Quotations (RFQs).
Take minutes of procurement committee meetings.
Respond to queries directed to procurement and
logistics and escalate where necessary
Update the weekly procurement tracker and share to
all MSIU staff
Coordinate dispatch of supplies to the warehouse
and/or to user departments
Qualifications, Skills and
The Procurement Assistant should preferably hold a Bachelor’s
degree in business administration, commerce, procurement from a recognised
institution of higher learning or diploma supported with equivalent experience.
At least two years’ experience in the same capacity
in a busy organisation
Keen attention to detail and high level of accuracy
Computer literacy i.e. Proficiency in use of MS
Excel, MS Word, Outlook and other computer applications
Excellent interpersonal skills, the ability to build
effective working relationships at all levels internally and externally
Excellent oral and written communication skills
Excellent report writing skills
Ability to work autonomously
Ability to work under pressure and to deadlines
Personal Competencies:
Initiative: Thinking ahead
and taking action to make the most of opportunities by finding the optimum
Innovative: Thinking
creatively and outside of the box so that ideas generated create a positive
Effective Communication: Communicating
through active listening and good questioning techniques, using appropriate
body language, ensuring information is clear and concise.
Responsive: Being
responsive to changing priorities and demands
Working Efficiently: Planning,
prioritising and organising work to ensure work is accurate and deadlines are
Sharing Information: Sharing
information and knowledge whilst maintaining confidentiality
Focus on Learning: Taking
responsibility for keeping knowledge and skills updated and for seeking
opportunities to develop further
Commitment: Awareness and
understanding of goals, vision and values and how your role impacts on this and
going the extra mile to meet role requirements
Driven: Drive and
determination to deliver results
Accountable: Taking
responsibility for appropriate decisions that you make, and the actions and
behaviour you demonstrate
Embracing Change: Openness to
embracing change within the organisation and being able to adjust
plans/activities accordingly
Motivated: Motivation
towards achieving quality results to maximise potential
Team Player: Working as
part of a team by being supportive, flexible and showing respect for each other
The Procurement
Assistant is required to demonstrate MSI Uganda’s core values of:
Accountability of all staff to each other and our
clients and stakeholders
Equality of opportunity and access
Value for money in the management of our resources
to Apply: 
All suitably qualified and interested
candidates are encouraged to send their electronic applications including a
cover letter, updated CV and academic documents via E-mail to: Vacancies@msiu.or.ug.
7th August, 2015
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