Procurement Officer Non-profit Jobs – Innovations for Poverty Action (IPA)

Job Title:             Procurement Officer
Organization: Innovations
for Poverty Action (IPA)
Duty Station: Kampala,
Uganda
Reports to: Deputy Country
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.
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.
Key Duties and
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.
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.”
Please also complete the on-line assessment available at the following
link:  Click Here
Deadline: 7th July 2017
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