US NGO Careers – Procurement Assistant at Innovations for Poverty Action (IPA)

Organization: Innovations
for Poverty Action (IPA)
Duty Station: Kampala, Uganda
Reports to: HR/Operations
Manager
About US:
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.
Key Duties and Responsibilities: 
1. Preparation and Planning:
·        
The job holder will develop 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.
·        
Regularly 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.
·        
Ensure eligibility verification of all new suppliers
before adding them to the approved preferred supplier list (PSL) following
Tender Committee Approvals.
·        
Stays abreast with 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.
·        
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.
·        
Actively monitor the 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: 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
·        
Render support 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.
5.
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.
·        
Three years’ work experience in Procurement Practice
with an International NGO or UN Agency – Preferred.
·        
Good writing and analytical skills.
·        
Ability to apply creative thinking to practical
problem solving with an aim of improving service delivery.
·        
Work under minimal 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.
·        
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
·        
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 negotiator.
·        
Experience 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.
·        
Proven ability to negotiate and implement service level
agreements.
·        
Excellent interpersonal communication skills and
relationship builder.
How to Apply: 
All suitably
qualified candidates are encouraged to send their E-mail applications with
the  subject line “Procurement Assistant”
including an updated CV and cover letter expressing interest / fit for the role
and expected monthly salary tax inclusive (GROSS PAY) and send them to: jobs-uganda@poverty-action.org
Deadline: 20th November, 2015
by 5:00 pm

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