Procurement Officer Non-profit Jobs – Church World Service (CWS)

Job Title: Procurement Officer

Organisation: Church World Service (CWS)

Duty Station:  Kampala, Uganda

Reports to: Procurement Supervisor


About US:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.


Job Summary: This position is primarily responsible for carrying out the purchasing and procurement functions of supplies, equipment and services. It ensures procurement of high-quality and cost efficient supplies, equipment and services. The position is also responsible for maintaining purchasing records and facilitating accurate documentation to Finance.


Key Duties and Responsibilities:

  • Manages the supply chain function at CWS which includes procurement of goods and services in a cost-effective, timely and transparent manner in line with CWS Polices, Co-operative Agreement and 2 CFR 200
  • Ensures all approved quotations are captured in SAGE and approved LPOs sent to the vendors
  • Reviews invoices and ensures complete documentation (GRN, Invoice, Delivery Note, LPO) and submits to finance for payment
  • Manages the flow of complete procurement documents between the departments
  • Assists in conducting market research to capture the current cost, evaluate offers from vendors and negotiate better prices
  • Tracks vendor invoices and utilities on the procurement excel spread sheet
  • Prepares VAT and DUTY exemptions for Ministry of Finance and Uganda Revenue Authority using the relevant processes
  • Regularly updates the Note Verbal excel sheet
  • Participates in budget preparation by researching cost estimates of proposed items
  • Analyses incoming bids by coming up with a comprehensive analysis on the requirements of the bid for review by the committee meetings
  • Prepares the Request for proposal (RFP) reports for evaluation /tender committees review
  • Completes vendor forms and updates the scans and the vendor list on the fileserver
  • Ensures reconciliations for vendors by comparing invoices and payments
  • Participates in developing, facilitating, implementing, monitor and reviewing procurement plans
  • Responsible for managing all updated procurement contracts, coordinate and monitor the supply chain function to ensure compliance with procurement policies and practices and donor requirements
  • Liaises with vendors to create realistic delivery schedules and compare actual deliveries in order to evaluate vendor performance and responsiveness
  • Coordinates and facilitates the vendor pre-qualification process
  • Ensures procurement records are accurate, up to date and in compliance with donor policies
  • In coordination with other departments establishes detailed requirements for office supplies, equipment and other goods and services required
  • Tracks orders to ensure timely deliveries
  • Builds and maintains positive relationships with all members of staff, and contactors both within and outside CWS Africa
  • Performs any other duties as assigned to improve the operations of CWS Africa

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Qualifications, Skills and Experience:

  • The applicant must hold a Bachelor’s Degree or equivalent in Business Administration, Supply Chain Management, Public Administration, Procurement or other related field OR 7 years of experience in lieu of a degree required
  • Diploma in Purchasing and Supplies Management is preferred
  • Five (5) years’ experience in procurement or with similar administrative responsibilities
  • Demonstrated excellent computer skills for Microsoft Word, Excel, Access and Outlook
  • Working knowledge of SAGE and 2 CFR 200
  • Demonstrated strong organizational and time management skills
  • Strong written and verbal English skills
  • Ability to communicate effectively both verbally and in writing;
  • Ability to follow instructions from the Supervisor with a positive and receptive attitude;
  • Ability to deal effectively and courteously with a large number of associates, outside agencies, applicants and members of the general public;
  • Ability to conduct oneself in a professional and courteous manner to represent the best interests of RSC Africa and CWS/IRP;
  • Ability to maintain a high performance standard with attention to detail;
  • Ability to carry out all of the duties of the position efficiently and effectively with minimal supervision;
  • Ability to take initiative;
  • Ability to maintain strict confidentiality with RSC Africa administrative and operational information;
  • Ability to manage a large and diverse workload under pressure with competing priorities;
  • work well as a team in a multi-cultural environment while maintaining a high level of motivation;
  • Ability to effectively manage RSC Africa’s resources;
  • Ability to actively participate in the implementation of the U.S. Government Operational Refugee Processing Program in Africa;
  • Physical requirements: This position requires bending, sitting, standing, walking, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying light loads.


How to Apply:

All suitably qualified candidates should apply online at the link below.


Click Here


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