Procurement Officer UK NGO Jobs – Medical Research Council (MRC UK) /UVRI and LSHTM Uganda Research Unit

 

 Job Title:   Procurement
Officer
 

Organization: Medical
Research Council (MRC UK) /UVRI and LSHTM Uganda Research Unit

Duty Station: Entebbe,
Uganda

Position Code: PO-820

Reports to: Head
of Procurement

 

About US:

The Medical Research
Council (MRC UK) is an internationally recognised centre of excellence with
dominant research themes in the areas of HIV and emerging infections, vaccines
and immunity, and chronic diseases and cancer. Through a multidisciplinary
approach, intersecting basic science, epidemiological research,
social-behavioural research and the conduct of new intervention evaluation
studies, the Unit contributes knowledge on changing epidemics and diseases, the
evaluation of innovative health care options, treatment and prevention and the
development of health policy and practice in Africa and worldwide. Following
the signing of strategic transfer agreements between the London School of
Hygiene & Tropical Medicine (LSHTM) and the Medical Research Council
(MRC UK), the Unit formally joined LSHTM on 1st February 2018. The exciting new
partnership will boost research capacity into current and emerging health
issues in Africa and throughout the world. The Unit is based at the UVRI
Entebbe campus with established outposts in Kalungu, Masaka, Wakiso and Kampala
Districts.

 

Job Summary:  The Procurement Officer will provide efficient
procurement service for the Unit, employ global best procurement practice;
procuring both locally and internationally, ensuring best value for money at
all times, upholding the highest standards of ethical conduct, complying with
all appropriate Unit policies and processes on procurement and financial
governance.

 

Key Duties and Responsibilities:  

Prepare and execute
annual procurement plans

·       
Liaise
with requesters, Grants office and Programme administrators to determine all
major project requirements for the financial year and prepare a procurement
plan;

·       
Generate
initiatives to deliver value, save costs and maximize resources for the
financial year; include these initiatives on the procurement plan;

·       
Deliver
all requirements, initiatives and projects on the plan in timely fashion whilst
achieving the objectives of each sourcing project;

Manage Procurement
Categories

·       
Own
selected procurement categories and routinely analyse the supply market and
internal context and design category strategies for said categories;

·       
Conduct
sourcing and procurement for all purchase requirements falling in your
categories including Requests for Quotation (RFQ), Requests for Information
(RFI), Requests for Proposals (RFP), Tendering (ITB) and supplier negotiations;

·       
Ensure
appropriate planning is done before execution of high value sourcing projects

·       
or
tenders;

·       
Support
requesters in preparation of specifications and prepare solicitation documents
for all different sourcing methods (RFQ, RFP, ITB;

·       
Provide
guidance to tender evaluation teams during the tender evaluation process and
prepare award recommendations/ cases for approval;

Conduct Contracting
and Vendor Management

·       
Draft
both local and international contracts, MOUs, Purchase Agreements of varying
value and complexity ensuring adequate contractual protection for the Unit, as
well assuring supplier performance;

·       
Advise
Unit authorized signatories of risks/ benefits at contract sign-off stage and
obtain contract sign off for contracts in your categories;

·       
Manage
delivery of contracts and performance of vendors; conduct vendor performance
review meetings and manage supplier performance improvement plans and where
necessary, terminate contracts;

·       
Manage
supplier disputes with a view to amicable resolution/ win-win outcome for both
Unit and Supplier;

Support provision
of procurement updates

·       
Add all
new purchase requisitions to the tracking/ update tool. In addition, add any
new inquiries arising outside of the ERP tool to the tracking/ update tool;

·       
Provide
daily and accurate updates to the Procurement Associate, of your pending
purchase requests;

·       
Check
weekly shipping plan and shipping pre-alerts from the shipping agents and
provide updates to the Procurement Associate, for entry into the tracking/
update tool, to show import orders that are planned for shipping, in transit,
under customs clearance or delivered to stores, rejected/ returned, pending
payment, paid;

·       
Contact
Shipping agents and clearing agents for updates on import orders that are in
the pipeline and provide updates to the Procurement Associate accordingly;

Champion compliance
with Unit Procurement and Financial Policies and Standards

·       
Observe
highest standards of ethical conduct and comply with all Unit policies and
SOPs;

·       
Provide
guidance to requesters and other staff on applicable Procurement policies in
different situations and the correct procurement channels to use in acquiring
their requirements;

·       
Support
both internal and external audits, provide responses to audit queries relevant
to your categories, and implement gap-closing actions for any audit gaps
identified;

·       
Compile
a monthly report of procurement non-compliance incidences and submit to
management for review and action;

·       
Scrutinise
and interrogate procurement exception requests in your category before
submitting for approval;

Drive Continuous
Improvement

·       
Seek out
and implement best practices as well as generating and implementing innovations
that add value to the Unit’s Procurement processes or deliver significant value
for money benefits to the Unit;

·       
Contribute
to procurement policy and process improvements by documenting and motivating
for the adoption of improved workflows, templates, processes and so on;

·       
Contribute
significantly and positively to the achievement of the Procurement team
objectives and the overall organizational goals;

·       
Provide
expert advice and recommendations when required by the Unit

·       
Utilise
available training and development opportunities to improve skills and gain
relevant knowledge that is useful in your role

·       
Train
newly inducted staff and existing staff on Procurement policy, systems and SOPs
as required;

Support the
Logistics process for imports

·       
Regularly
contact and liaise with the Procurement Associate on orders requiring
collection by the shipping agent;

·       
Chase
supplier on orders that are due for collection or delivery or delayed and push
for fulfilment or new delivery dates;

·       
Obtain
safety any other shipping documents required for successful shipping and
customs clearance of imported consignments;

·       
Liaise
with the Unit pharmacist to lodge applications for National Drug Authority
Import Verification Certificates (NDA VCs) and with the clearing agent to apply
for UNBS destination inspection for all import shipments that require them.

·       
Request
Cash or Bank Transfer payments (per Unit Accounts Payables Policy) and
coordinate with drivers and/ or accountants and regulatory agencies to ensure
payments for permits/ inspections are made in timely fashion, and permits are
provided/ inspections are conducted accordingly;

·       
Respond
to inquiries on orders to be consolidated or separated from weekly shipping
consignments;

·       
Advise
Procurement Associate, when required, on treatment of different orders,
pickups, deliveries and shipments;

Support Procurement
performance reporting

·       
Keep
track of the annual tender and initiatives plans and provide updates for the
monthly performance dashboard/report;

·       
Keep
track of the annual Procurement team targets and provide a monthly update on
progress towards achieving your assigned objectives;

Provide Support to
the Head of Procurement and Procurement Associate

·       
Relieve
the Head of Procurement or the Procurement Associate and perform their
functions when either is on leave, out of office or when assigned to do so by
Head of procurement;

·       
Performing
any other reasonable duties as may be assigned by the Head of Procurement from
time to time.

 

Qualifications, Skills and Experience:

·       
The
ideal candidate for the Procurement Officer job placement should preferably
hold a Bachelor’s degree in Procurement, Logistics, Supply Chain management,
Commerce, Business Administration, Economics, Statistics, Commerce, Accounting,
or related field required;

·       
CIPS
qualification, minimum Level 6 as an alternative to Bachelor’s degree may be
considered;

·       
At least
3 years of experience in procurement or experience in a supply chain role with
significant purchasing exposure; preferably in a donor funded setting;

·       
At least
2 years’ experience in an analytical role, working with spreadsheets, analyzing
data and producing reports;

·       
At least
2 years’ experience working with an Enterprise Resource Planning (ERP) system;

·       
Intermediate
level user of Microsoft Excel (Knowledge of use of MS Excel FORMULA tab and the
function library therein, DATA Tab tools and functions, consolidating data,
using PivotTables and Subtotals beyond the introductory level, Charting data
and formatting Charts, able to create compound and complex formulas, such as
array formulas, able to build spreadsheet models, dashboards and automated
templates for use by lower level users of Excel)

·       
Good
knowledge of standard workplace IT-tools such as use of computers, printers,
scanners and the Windows Office suite.

·       
Good
understanding of international trade, logistics, laws, practices and Uganda
customs requirements

 

How to Apply:

Follow the link
below to fill a form and submit your application documentation:

 

Click Here

 

Filling the form
more than once will lead to automatic disqualification. High level of integrity
while filling the form is required and will be considered during shortlisting.

 

The applications
should be addressed to:

The Head of Human
Resources,

MRC/ UVRI and LSHTM
Uganda Research Unit,

P.O. Box, 49,

Entebbe, Uganda.

 

Deadline: 21st August 2020 by 5:00pm.

 

Consider your
application unsuccessful if not contacted within eight (8) weeks after the
closing date of the advert. Any form of lobbying at any stage will lead to
automatic disqualification. By submitting your personal information, you
consent to the MRC/ UVRI and LSHTM Uganda Research Unit holding and using it in
accordance with its recruitment policy and procedure. The Unit reserves the
right to verify documents attached with the relevant awarding institutions to
authenticate their validity.

 

NB: Only shortlisted
candidates will be contacted for interview. This position is open to Ugandan
nationals only. Strictly follow the application procedure as failure to do so
will lead to automatic disqualification.

 

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