Summary
Date Posted: 3rd April 2019 , Base Salary: Not Disclosed , Employment Type: Full_Time , Currency: UGX , Value: 1000000 , Minimum: 700000 , Maximum: 3000000 , Period: MONTH

JOB DETAILS:
The Procurement Assistant supports procurement activities within AHA. The incumbent maintains regular contact on a working level on routine issues with other Units, Sections, and field offices, commercial contractors in the area to facilitate procurement activities. The incumbent may supervise general service staff in the office, and reports to the Senior Project Coordinator. The duties of the incumbent are to support the procurement process within the specific area covered by the organisational unit while exercising efficiency in the procurement process.
FUNCTIONAL STATEMENT
Accountability
• AHA procurement procedures are applied in a consistent, effective and transparent manner.
• AHA delivers timely and quality goods and services to persons of concern.
• AHA's procurement processes are in line with the donor requirements..

Responsibility
• Conduct spend analyses using historical spend data to identify trends that can be used to plan procurement activities and Frame Agreements.
• Respond to field requests for information and advice and coordinate responses.
• Analyse matters relating to procurement activities, and deliver information on all procurement activities within area of responsibility. Provide guidance and advice on AHA procurement policies and procedures to support and assist requesting sections.
• Evaluate purchase requisitions to ensure that specifications, delivery dates and all other requirements are in order. Process requests received for procurement of assigned goods/products.
• Draft and dispatch quotation requests and/or tenders.
• Assist in the evaluation of offers and draft bid-tabulations.
• Prepare and review proposals for award of contracts to the Committee on Contracts.
• Prepare Purchase Orders and send confirmations, requests for inspection and other correspondence.
• Monitor the manufacture/transport of ordered goods to ensure timely delivery.
• Establish Frame Agreements for the required item or item group.
• Identify, assess and select vendors based on their capability for delivering commodities and services. Coordinate activities of vendors performing supply related activities, and ensure that they understand and adhere to relevant AHA rules and procedures. Monitor performance of vendors under Frame Agreements by analysing the products and delivery performance. Maintain vendor and item master databases.
• Prepare and review proposals for award of contracts to the Committee on Contracts. Participate in Committee on Contracts meetings, probe unclear issues and participate with expert procurement advice, when requested. Follow up on decisions or actions from the Committee.
• Monitor the quality and accuracy of supply chain related data in relevant business systems. Compile and analyse statistical information, identify trends and developments in supply chain related matters that will assist in decision making.
• Any other responsibility deemed necessary or as delegated by the supervisor in order to meet the level of service requires by the organisation.
Authorities
• Allocate resources to meet demand and support the on-going operation.
• Recommend procurement methods to meet demand in the most timely manner.
• Award, approve and terminate local contracts in accordance with delegated authorities, as well as, relevant AHA regulations, rules and procedures.

ESSENTIAL MINIMUM QUALIFICATIONS, PROFESSIONAL EXPERIENCE AND REQUIRED COMPETENCIES
• Advanced university degree in Business Administration, Public Administration, Commerce, Law or other relevant disciplines.
• Minimum 4 years of previous relevant job experience.
• Excellent knowledge of English
• Empowering and Building Trust.
• Managing Resources.
• Analytical Thinking.
• Negotiation and Conflict Resolution.
• Planning and Organizing.
• Knowledge of UNHCR Procurement by Partners policies is an added advantage

DESIRABLE QUALIFICATIONS AND COMPETENCIES
• Competency in any other language(s).
• Supply Chain learning programmes and/or other procurement/logistics related.
ELIGIBILITY
In order to be shortlisted, the candidate must have a strong background in Procurement in areas of Open Tendering/Formal Bidding & Competitive Bidding
External candidates must be legally present in Kampala at the time of application, recruitment and hire

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Job application procedure
  If you wish to be considered for this vacancy, please submit your Application and its motivation letter and CV by e-mail with “LAST name –Procurement Assistant" in the subject line to: HR@africahumanitarianaction.com  by 10 April2019 or apply through this website.
Shortlisted candidates may be required to sit for a competency based interview. Only shortlisted candidates will be notified. No late applications will be accepted.
AHA is committed to diversity and welcomes applications from qualified candidates regardless of disability, gender identity, marital or civil partnership status, race, colour or ethnic and national origins, religion or belief, or sexual orientation.
AHA does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

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