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Job Title:  Procurement Officer

Organisation: LWF World Service (LWF)

Duty Station:   Uganda

Reports to:  Support Services Manager

About US:

LWF World Service is the humanitarian and development arm of the Lutheran World Federation. We are a widely recognized, international, faith-based organization working in over 20 countries. We seek to bring people of all backgrounds together in the common quest for justice, peace, and reconciliation in an increasingly complex and fragmented world. Lutheran World Federation (LWF) Uganda is part of the LWF World Service and we are currently supporting Congolese and South-Sudanese refugees living in settlements in the districts of Kamwenge, Adjumani, Moyo, Kyangwali and Lamwo respectively.

Job Summary:  Under the guidance of the Team Leader, and the Support Services Manager, the Procurement Officer is responsible for implementing the procurement and related activities for the organization in accordance with procedures, manuals.

Key Duties and Responsibilities:

Procurement:

• Supervise and undertakes the procurement activities and ensures that procedures are timely, in line with the LWF Procurement Manual, and Procedures;
• Liaise with the Accountant and heads of section to ensure correct coding for purchasing of goods;
• Ensures preparation of all necessary documentation for procurement of goods and services (i.e., procurement plan, quotations, bid documents, agreements etc.)
• Work in close consultation with suppliers/vendors, he/she coordinates the delivery processes to ensure the distribution plan is adhered to and make timely arrangements for delivery of items to the camps;
• Compiling of the required information for any proposed purchase. These include preparation and dispatch of requests for quotations/proposals, LPOs, contracts, and any other document required by both;
• Ensures that correspondence related to procurement including letters to suppliers are drafted and follow up with them to ensure timely and safe delivery of goods and services;
• Ensures that cash/cheque advances for procurement are accounted for in an appropriate and timely manner;
• Ensures that timely payment is made to the suppliers after delivery of goods and services as specified in the LPO and/or contract;
• Carries out Market survey of commonly use supplies and prequalification of eligible suppliers and establish supplier data base
• Ensures proper maintenance of files of correspondence, reports and supporting documentation relating to procurement as evidence of compliance with the procurement procedures;
• Ensures timely preparation of procurement minutes in accordance to decisions made by the tender committee on the purchase of goods and/or services.

Staff Management:

• Lead and manage staff ensuring clarity over plans and priorities, providing supervision, guidance and mentoring, encouraging effective team work and inclusiveness and building a team spirit through regular meetings and events and clear reporting mechanisms for each team member;
• Provide management support to direct reports in their management of others, and their implementation of role objectives, work plans and budgets management;
• Advise and assist with defining the required team composition and structure for the operational programme in accordance with LWF standard structure;
• Agree clear performance objectives for all direct reports in appraisal, and ensuring all team members have appropriately set objectives, and that appraisal are undertaken in a timely manner;
• Be responsible for staff development, coaching and mentoring to enhance the capacity of staff;
• Assist with the provision of or coordinate the training necessary for the delivery of good quality activities.

Financial management / Budget Monitoring & Control:

• Keep track of all project/programme budgets and ensure that project/programme activities are within assigned budgets;
• Ensures that cash/cheque advances for procurement are accounted for in an appropriate and timely manner;
• Ensures that timely payment is made to the suppliers after delivery of goods and services as specified in the LPO and/or contract;

Other:

• Performs any other duties that may be assigned from time to time by the Team Leader, or his/her designate.

Qualifications, Skills and Experience:

• The applicant should preferably hold a University degree in Procurement and Logistics, BBA, or equivalent; A Post Graduate training in Project procurement planning, Project Planning and Management with sound knowledge of procurement is an added advantage;
• Three years of professional experience in procurement and logistics management with reputable organization;
• Strong oral and written communication and interpersonal skills;
• Good Computer skills in MS Excel, MS Word, MS Access;
• Ability to work independently with minimum supervision in tight deadline driven environment;
• Ability to negotiate with vendors in a transparent manner;
• Ability to work on own initiative, proactive attitude and a team player;
• Commitment to excellence and high-quality results
• Good problem Solving, Decision Making, interpersonal, Communication and negotiation skills;
• Ability to work under pressure to meet tight deadlines;
• Good team work with good communication skills;
• Ability to exercise sound judgment, to remain flexible to a changing environment, and to make decisions independently.
• Fluency in English, both written and verbal; Information Technology (MS Office, Internet);

How to Apply:

All candidates should send their applications online at the link below.

Click Here

LWF/DWS is an equal opportunity employer, irrespective of gender, race or religious affiliation.  Female candidates possessing the above requirements are encouraged to apply. LWF/DWS is a signatory to the Code of Conduct for humanitarian agencies. Our recruitment and selection procedures reflect the organization’s commitment to the prevention of abuse and exploitation of beneficiaries.

Only shortlisted candidates will be contacted

Deadline: 19^th August 2022

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