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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