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Fresher Procurement Assistant NGO Jobs - Action Against Hunger (ACF)

Job Title:        Procurement Assistant
Organisation: Action Against Hunger (ACF)
Duty Station: Kampala, Uganda

About US:
Action Against Hunger (ACF) is an International Humanitarian NGO which has been in existence for over thirty years. ACF has been implementing Food Security and Livelihoods, Nutrition, Water, Sanitation and Hygiene programs in the Lango, Acholi, West Nile and Karamoja regions of Northern Uganda.

Job Summary: The Procurement Assistant will support the ICT/PROCUREMENT MANAGER in all procurement activities within the mission. Throughout the procurement process, he/she will prepare and collect all documentation whilst ensuring compliance with Action Against Hunger procedures, liaise with suppliers on daily basis, assist in conducting market assessments, request quotations, evaluate supplier bids and follow up on procurement authorization, delivery schedules and supplier payments.

Key Duties and Responsibilities:
Implement procurement activities, based on the priority of the department
  • Obtain quotations on behalf of ICT/Procurement Manager
  • Conduct small purchases and prepare related procurement documents
  • Ensure correct filing and archiving of Procurement Dossiers
  • Scanning, printing, photocopying of procurement and delivery documents
  • Participate in Paper-based archiving of Procurement Dossiers for Kampala and field bases
  • Electronic archiving of Procurement Dossiers for Kampala and field bases
Support Logistics Supply Chain:
  • Receive and process Purchase Requests (PR) on reception frequencies;
  • Participate and Provide support in market analysis to update the supplier data base
  • Ensure best available prices & quality, collect quotations, suppliers references;
  • Monitor deliveries to the department/bases/programs
  • Prepare request for quote, prepare assessment table and get approval according to Action Against Hunger standard procedures.
  • Coordinate with suppliers during the delivery of the goods and services in readiness for delivery
  • Ensure all purchasing dossiers are complete and properly filled before archiving
  • To deliver and pick up logistics documents to and from the different offices
Supervision of Delivery issues
  • Ensure quality and quantity control of deliveries
  • Ensure packaging and shipping to bases is accurate and documented. Collect all signed copies of Delivery Notes and invoices to facilitate the payment process and follow up with the field to get the Reception notes for the items sent to the field.
  • Ensure coordination with the field before delivery of the items (reception/storage plan).
  • Ensure all documentation is existing, updated, are properly filed and filled in folders before archiving
IT Equipment registering and tracking:
  • Update the mission ICT equipment List
  • Register all newly bought equipment in the standard Action Against Hunger Excel sheet, open the equipment file and provide labels for the equipment
  • Ensure a copy of the procurement is sent to bases
  • Perform regular equipment inventory in the capital and in the bases with the support of base logisticians
  • To help in trouble shooting IT related complaints received from staff.
Reporting:
  • Update and provide Procurement Follow Up (PFU) on behalf of line manager on a weekly basis when required.
  • Update and provide the Supplier List on regular basis to line manager


Qualifications, Skills and Experience:
  • The ideal candidate for the Action Against Hunger (ACF) Procurement Assistant job opportunity should hold a Bachelor’s degree in Logistics or Procurement and Supply Chain Management.
  • A minimum of two years of experience in procurement and/or logistics in a similar position preferably in a fast paced emergency organization.
  • Extensive knowledge and experience in Information Communication Technology will be an added advantage.
  • Strong computer skills in MS Office, especially MS Excel
  • Strong organization skills and attention to detail
  • Excellent communication skills
  • Strong negotiation skills
  • Professional level of English
  • Ability to work in complex environment and can bear the work load
  • Previous experience working for NGOs is an asset, particularly international NGOs
  • Fluency in one or more National/regional languages is an asset

How to Apply:
All suitably qualified and interested candidates should send their handwritten applications which should include ONLY a cover letter, CV (not more than 4 pages) with at least three referees and a daytime telephone contract. For email applications please note that attached documents should not be larger than 2MBs. All documents should be zipped in one folder. Any email larger than 2MBs will not be considered. Please send your email application to: recruitment.ug@acf-international.org mentioning “PROCUREMENT ASSISTANT KAMPALA” in the subject line.

Deadline: 5th February 2018 by 5:00 PM


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