The Ugandan Jobline

• Prepare and invite shortlisted suppliers to collect tenders/fax
  tenders;
• Guide/coordinate the formal opening of bids;
• Analyse bids after tender opening by preparing a spreadsheet for use
  by the Food Purchase Committee;
• Prepare Notes to the CCTI (Committee on Commodity, Transport and
  Insurance) requesting Headquarters for purchase authorisation and ensure
  they are duly signed by the Committee members;
• Prepare Letters of Award and Regret Letters and ensure that they are
  delivered to successful/unsuccessful bidders respectively;
• Post Purchase Orders (POs) and Contracts texts in WINGS (a WFP
  database) for successful bidders and arrange for contracts to be signed;
• Prepare Letters of Instruction and have them faxed to
  superintendence firms requesting for quality and quantity control for each
  food contract;
• Open and maintain files by tender and contract;
• Ensure that all parties concerned are informed about new contracts
  by keeping in constant contact with WFP warehouse, suppliers and
  superintendence firms;
• Enter, maintain and regularly update a database for all food
  purchases;
• Prepare weekly Food Purchase reports for the Procurement Officer;
• Prepare monthly Cash Forecassts for Food Purchases
• Prepare Payment Requests for each invoice submitted after putting
  together all the supporting documents;
• Liaise with the Finance unit to ensure timely payments;
• Draft and transmit correspondence to respond to inquiries in respect
  to relevant procurement matters prior to clearance by the Procurement
  Officer as appropriate;
• Coordinate WFP quarterly Food Supplieers’ meetings together with
  other technical organisations;
• Perform other related duties as appropriate.

• The ideal candidate for the United Nations UN World Food Programme
  (WFP) Procurement Assistant job placement should hold a university degree
  or its equivalent obtained from a recognised education institution in any
  of the following areas: Procurement, Finance, Economics, Business Studies
  or related area;
• At least five years of experience in reputable organisations in the
  above areas;
• At least 2-3 years experience in the management of procurement
  processes;4. Proficiency in both oral and written English;
• Good working knowledge and experience using MS Office Applications;
• Good reporting and records management skills
• A high level of initiative and good judgement
• Ability to work in a multi-cultural environment.
• Experience working on procurement activities.
• Experience conducting analyses and developing reports.
• Experience working with suppliers or other third party on day to day
  basis.

• Tendering and Contracting: Displays basic understanding of processes to support the
  contracting/tendering implementation at WFP by collecting necessary
  information.
• Vendor Management:
  Leverages basic understanding of business needs to define vendor
  requirements and selection criteria.
• Commodity and Product/Service Intelligence: Appropriately handles products/services
  based on an understanding of sources, technologies, properties, and public
  procurement principles/practices.
• Systems & Reporting: Utilizes basic understanding of data sources, procurement systems,
  Corporate Operating System and processes to execute daily tasks.
• Ethics and Compliance: Maintains accurate records of activities in line with compliance
  standards to increase ease of response to basic audit queries.

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