Job
Title: Procurement
Assistant
Title: Procurement
Assistant
Organization: United
Nations World Food Programme (WFP)
Nations World Food Programme (WFP)
Duty Station:
Kampala, Uganda
Kampala, Uganda
Grade: SC4
Reports to:
Head of Unit or Procurement Officer
Head of Unit or Procurement Officer
About US:
The UN World Food
Programme (WFP) is the United Nations frontline agency against world hunger. It
is the largest and longest serving humanitarian agency in Uganda. Currently WFP
focuses on three priority areas: Saving lives in Emergencies; Building
Resilience through Predictable Safety Nets; Improving Nutrition &
Mother-and Child Health; and Supporting Small Holder Farmers to Access Markets.
WFP has operations in various parts of the Country.
Programme (WFP) is the United Nations frontline agency against world hunger. It
is the largest and longest serving humanitarian agency in Uganda. Currently WFP
focuses on three priority areas: Saving lives in Emergencies; Building
Resilience through Predictable Safety Nets; Improving Nutrition &
Mother-and Child Health; and Supporting Small Holder Farmers to Access Markets.
WFP has operations in various parts of the Country.
Job Summary: The Procurement Assistant will be
responsible for completion of a range of procurement processes and activities
requiring some interpretation of standard guidelines/practices. He/She will be
able to recommend straightforward courses of action to staff, and may allocate
tasks and technically support other staff. This position is critical as food
procurement is an integral part of the procurement unit. The incumbent will
ensure that appropriate commodities are available to WFP beneficiaries in a
timely and cost-effective manner.
responsible for completion of a range of procurement processes and activities
requiring some interpretation of standard guidelines/practices. He/She will be
able to recommend straightforward courses of action to staff, and may allocate
tasks and technically support other staff. This position is critical as food
procurement is an integral part of the procurement unit. The incumbent will
ensure that appropriate commodities are available to WFP beneficiaries in a
timely and cost-effective manner.
Key Duties and Responsibilities:
- 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.
Qualifications, Skills and Experience:
- 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.
Personal Competencies:
- 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.
How to Apply:
All candidates who
desire to join the United Nations World Food Programme are encouraged to submit
their applications online at the link below.
desire to join the United Nations World Food Programme are encouraged to submit
their applications online at the link below.
Deadline: 8th November 2018
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