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Job Title:       Procurement Assistant

Organisation: Private Sector Foundation Uganda (PSFU)

Project Funding Source: World Bank

Project Name: Generating Growth Opportunities and Productivity for Women Enterprises (GROW) Project

Duty Station: Kampala, Uganda

Reports to: Procurement Specialist- GROW

About US:

Private sector Foundation Uganda (PSFU) is Uganda’s apex body for the private sector made up of 230 Business Associations, Corporate bodies and the major Public Sector Agencies that support private sector growth. Since its founding in 1995, PSFU has served as a focal point for private sector advocacy as well as capacity building and continues to sustain a positive dialogue with Government on behalf of the private sector. PSFU is also Government’s implementation partner for several projects and programmes aimed at strengthening the private sector as an engine of economic growth in Uganda.

About World Bank Grant:

Government of the Republic of Uganda has been allocated grant funds (the “Grant”) from the World Bank which are administered by the International Development Association (IDA) (the “Bank”) towards implementation of the Generating Growth Opportunities and Productivity for Women Enterprises (GROW) Project, and intends to apply part of the proceeds towards payments for Project Implementation Support services. The Project Development Objective is to increase access to entrepreneurial services that enable women entrepreneurs to grow their enterprises in targeted locations, including host and refugee communities. Private Sector Foundation Uganda (PSFU) is implementing the Project jointly with Ministry of Gender, Labour and Social Development through a Project Coordination Unit (PCU).

Job Summary:  Under the guidance of the Procurement Specialist, the Procurement Assistant is responsible for undertaking procurement activities and ensuring that procedures are in line with the World Bank Procurement Regulations/ procurement manual and in relation to the established procedures and guidelines under the Project.

Key Duties and Responsibilities: The Procurement Assistant shall:

• Undertake procurement activities and ensure timely delivery, in line with the Project Procurement Manual, and Procurement Procedures.
• Ensure that the agreed Procurement Legal Framework under the Project is observed and adhered to at all stages of procurement process.
• Under the Supervision of Procurement Specialist, the Procurement Assistant will manage issue, receipt and opening of bids, expressions of interest and proposals from potential service providers, contractors, and suppliers.
• In close consultation with Procurement Specialist, participate in Evaluation exercises (Expression of Interest, Quotations, bids, and Proposals) while ensuring strict adherence to procedures and guidelines.
• Support user departments to compile procurement requirements and maintain a procurement register.
• Support the preparation and regular update of Procurement Plan and monitor its implementation in close liaison with Procurement Specialist.
• Support the functioning of the Contracts Committee by preparing documentation for CC consideration in a timely manner.
• Support payment processing by preparing and availing to the Finance Section all the documentation necessary for effecting payment.
• Support the contract management through monitoring orders of supplies, goods and works, progress and delivery schedules and pointing out any shortcomings (in delivery, cost, quality, and contract administration) to the Procurement Specialist.
• Prepare for review by the Procurement Specialist the procurement progress reports, procurement monthly reports and procurement quarterly reports.
• Maintain complete procurement files and records including all correspondence related to procurement activities and ensure that the records are safeguarded and properly kept for future reference.
• Assist in organising pre-bid or pre-proposal meetings and negotiation meetings.
• Under the Supervision of the Procurement Specialist, participate in preparation of draft contract agreements/ documents and ensure appropriate clearance including IDA, CC, SG, etc are obtained prior to issuing contracts.
• Assist the Procurement Specialist to verify that Procurement requests are in accordance with the approved Procurement Plan.
• Assist the Procurement Specialist in preparation of general and specific procurement notices/ invitation for bids.
• Participate in the preparation of bidding documents, request for proposals, consultant’s shortlists and other documents based on relevant procedures for the procurement of goods, Works and on consultant services and for the selection of consulting services.
• Under the Supervision of the Procurement Specialist, assist in facilitating the Post Procurement Reviews (PPR) exercise, and follow up implementation of PPR recommendations.
• Prepare and periodically update the Contract Register and ensure completeness of the procurement files with all contract data.
• Establish supplier data base that will promote rapid response. Prepare and update vendors profiles.
• Ensure proper filling of all procurement documents in accordance with the procurement guidelines and procedures.
• Draft correspondences related to procurement including letters to suppliers and follow up with them to ensure timely and safe delivery of goods and services.
• Assist in soliciting quotations from different suppliers as identified by the procurement committee and ensure that timely payments are made to suppliers.
• Maintain files of correspondence, reports and supporting documentation relating to procurement as evidence of compliance with the procurement procedures.
• Compile Invoices/documents for submission to the Finance department for payment.
• Undertake other related duties as may reasonably be assigned by the Supervisor.

Key Result Areas:

• Regular Up-to date of records for Post Review Contracts on the Systematic Tracking of Exchanges in Procurement (STEP) System.
• PP monthly updates.
• Monthly Procurement and Contract implementation status reports/updates, including all LPOs issued; to be submitted to the Procurement Specialist by the 5th day of each subsequent month.
• Updated Contracts Register in place.
• Monthly report on procurement prepared and submitted to the Authority in line with the PPDA requirements.

Qualifications, Skills and Experience:

• The applicant must hold an honors degree in Procurement/ Logistics/Supply Chain Management OR Business Administration/ Economics, with Procurement Option, OR another related field.
• Postgraduate qualification/ training in a Procurement/ Logistics/ Supply Chain related field will be an added advantage.
• At least five years of progressive relevant professional experience working in a reputable organization; of which at least 3 years working with World Bank/ Multilateral Development Bank financed projects, with demonstrated experience in procurement in all aspects including goods, non-consulting services, works and consulting services.
• Working knowledge of the PPDA procurement rules and procedures.
• Oral and written communication and interpersonal skills.
• Good Computer skills in MS Excel, MS Word, MS Access, and PowerPoint.

How to Apply:

All suitably qualified and interested eligible applicants should submit their sealed applications including a cover letter, current Curriculum Vitae and a copy of Academic Certificates and Transcripts to demonstrate that they have the required qualifications and relevant experience to perform the services; to be hand delivered to the address below.

Applicants should clearly indicate the Position applied for on the right-hand corner of the envelope, and in the subject line of the application. Only shortlisted applicants will be contacted.

The Project Coordinator,

Generating Growth Opportunities and Productivity for Women Enterprises (GROW) Project,

Private Sector Foundation Uganda,

Plot 43 Nakasero Road PO Box 7683, KAMPALA. Uganda

Deadline: 31^st August 2023

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