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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