Business Support (Procurement) Manager Job Placement – Bayport Financial Services Uganda Ltd

Organisation: Bayport
Financial Services Uganda Ltd
Duty Station: Kampala,
Uganda
Reports to: Head of Legal
and Corporate Services
About Us:
Bayport Financial Services (U) Limited is a leading non-deposit taking
credit institution which started operating in 2004. We are an equal opportunity
employer, with operations in several African countries. Bayport specializes in providing cash loans to salaried government employees. 
Job Summary: The Business Support (Procurement) Manager will work closely with the Procurement and
Contracts Committee of the Company on a daily basis and will be directly responsible for the implementation
and monitoring of the Company Procurement Policy, guiding on all operational
support matters, fleet management, relationship with pre-approved contractors
and service providers while liaising with all Functional Heads in the daily
running of the Business Support Function.
Key Duties and
Responsibilities:   
Procurement Function:
  • The incumbent will manage the procurement
    process of goods and services with accordance to the Bayport Uganda policy
    and in so doing ensure that the procurement process commences in a timely
    manner and in accordance with the Procurement Plan.
  • Prepare and update the project’s annual
    Procurement Plan and ensure that the Procurement Plan is integrated with
    Bayport Uganda’s overall work plans and Budgets.
  • Draft a strategy for timely implementation
    of the Procurement Plan and ensure that procurements are carried out
    efficiently. 
  • The incumbent will take primary
    responsibility for preparing solicitation documents taking into
    consideration the user requirements and market circumstances. Following
    appropriate approvals, coordinate the issuance of the documents in a
    timely manner.
  • Guide on the procurement methods
    appropriate and consistent with the Procurement Plan.
  • Tasked with arranging for publishing of specific
    procurement notices/ invitation for bids and Request for Expression of
    Interest.
  • Oversee the bidding and selection process
    of contracts, including organizing pre-proposal meetings, providing
    clarifications, coordinating the Receipt of proposals, leading and
    participating in the opening of expressions of interest.
  • Prepare and circulate to all procurements
    committee members the schedule for, pre-proposal meetings, and deadline
    for submission respectively, to ensure adequate planning for
    participation.
  • The incumbent will coordinate and
    Participate in Evaluation of Expression of Interest, Quotations, Bids and
    Proposals for contracts and ensure that this is done in a manner that
    upholds a high level of confidentiality, and lead preparation of the
    proposal evaluation report for the submission to the relevant authorities
    for approval. He/she will take primary responsibility of ensuring that
    evaluations are completed and reports submitted in a timely manner.
  • Coordinate/make arrangements and
    participate in Contract negotiations for consultancy services and
    technical discussions where applicable to provide technical guidance and
    take primary responsibility for preparing negotiation plans, minutes of
    negotiations and draft contracts.
  • Prepare draft contract for the
    procurements Committee and after clearance by theLegal department and
    ensuring timely signing of contracts.
  • Mentor colleagues and support capacity
    building by sharing knowledge on applicable procurement procedures.
  • Prepare and submit procurement progress
    reports to the CEO on monthly basis, highlighting among others the
    progress on processing various contracts, constraints met and any other
    issues that require Management attention.
  • Quickly report immediately any noted fraud
    and corruption or governance issues with Procurement staff, Bidders,
    service providers and Consultants.
  • Ensuring that proper filing of records for
    all procurements is in place. Set up a filing and record keeping system
    that ensures that procurement records are easily retrievable and available
    for procurement audits;
  • Maintain complete procurement files and
    records including all correspondence related to procurement activities;
    seek legal advice where appropriate.
  • Establish a performance monitoring
    database for all contractors, suppliers and consultants, and ensure timely
    updates of the system
Administrative Roles:
  • Provide leadership for staff in the
    Business Support Department, working directly with the Human Resource Department
    on all staff support matters and functioning of the Business Support
    staffing.
  • Drive productivity and overall
    accountability, shaping the culture of performance and overall
    professional acceptability of the Business Support Function
  • Make recommendations on training for all
    staff under his/her supervision.
  • Demonstrate overall organizational
    excellence in the function and ensure a seamless and accommodating
    workspace area for all staff and clientele of the company.
Fleet and Travel:
  • Provide the required technical support to
    all transport staff
  • Coordinate vehicle allocation and movement
    plans.
  • Ensure that movement log books and records
    are validated and signed off.
  • Strictly monitor fuel utilization and
    vehicles efficiencies.
  • Monitor vehicle maintenance and ensure
    that the fleet is serviceable.
  • Review monthly vehicle reports outlining
    fuel usage and maintenance cost per vehicle
  • Verify vehicle fuel payments prior to
    sending them for approval.
  • Analyze vehicle running costs &
    monthly report
  • Devise a vehicle tracking system, which
    ensures that the location of all vehicles is known at all time.
  • Ensure adherence to Bayport Uganda travel
    and fleet policy
Assets Management:
  • Directly supervise staff involved in the
    assets management and records keeping
  • Ensure that an update asset register is
    maintained on a monthly basis.
  • Ensure that an updated assets inventory
    sheet is maintained on monthly bases.
  • Ensure that all Bayport Uganda assets and
    equipment are well maintained
  • Ensure that all Bayport Uganda premises
    are well maintained
  • Ensure that the movement of Bayport Uganda
    assets is tracked and the necessary documentation is done when an asset
    changes its status.
  • Ensure that an up to date filing system
    for all assets maintained.
  • Review all monthly asset reports from all
    field sites
  • Recommend assets for disposal and ensure
    that the necessary paper work is prepared.
Archives Management:
  • Directly supervise the Archives staff
  • Provide the required technical support to
    all Archives staff
  • Ensure that all the archives are well
    maintained.
  • Ensure that all archives procedures are
    followed by all staff.
  • Ensure that there is Controlled access to
    all Bayport Uganda archives and ensure that the premises are secure
  • Ensure that the filing system for archives
    is well maintained.
  • Ensure that an efficient storage and
    inventory system is maintained.
  • Ensure that an update of the office and
    archives inventory is done on a monthly basis.
Qualifications, Skills and
Experience:  
  • The ideal candidate for the Bayport
    Financial Services Bayport Financial Services Uganda Business Support
    (Procurement)Manager job placement should hold either hold a Bachelor’s
    degree in Procurement or any other business degree with a bias in
    Procurement supported by a commensurate level of relevant experience,
  • A professional training in procurement and
    supplies management will be an added advantage,
  • Candidate Must boasts of an impeccable
    record and level of integrity and must have not been investigated for any
    procurement related fraud, falsifications, influence peddling and;
  • Must currently be actively employed,
  • Must be at a managerial or senior
    supervisory level in a Banking or Finance setting,
  • Candidates must be ready to undergo
    professional and integrity tests and vetting, including Police tests prior
    to formal interviews.
     
NB: Female Candidates
with a strong track record of performance are encouraged to apply
How to Apply:
All suitably qualified and interested candidates should send their
applications to:  hrcom@bayport.co.ug or
you can hand deliver it or post your application to;
The Human Resource Supervisor
Bayport Financial Services (Uganda) Limited
Plot 54, Lugogo Office Park, Lugogo Bypass,
P.O. Box 1171, Kampala, Uganda
Deadline: 7th July 2017
NB: Only shortlisted candidates
will be contacted.
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