Vacancy title:
Procurement & Logistics Officer – Short term Contract

Jobs at:
Protecting Families Against HIV/AIDS (PREFA)

Deadline of this Job:
not later than Wednesday 5th July, 2017

Duty Station:
Head Office, Kampala

Job details:
Reports to: Director - Finance and Administration
Liaises with: All Staff
Supervises: Administrative Assistants, Stores Attendant and Senior Driver
Duty Station: Head Office, Kampala
Start Date: July
Duration: Three months initially

Job Summary:

To coordinate the procurement and logistics function by ensuring effective and efficient functioning of procurement and disposal activities of PREFA and availability of required resources for program implementation and administrative services.

Key duties and responsibilities:

1. Procurement Management

• Ensure PREFA procurement policies and procedures are adhered to, participate in the review of procurement policies and procedures.
  
• Plan for required resources and organize for their availability.
  
• Spearhead the process of supplier pre-Qualification and prepare bid documents.
  
• Procure equipment, goods and services.
  
• Regularly review specifications, terms of reference and provide timely guidance and feedback to users.
  
• Review purchase requisitions, request for quotations, and summarize supplier quotations/proposals.
  
• Prepare Local Purchase Orders for approved procurement decisions within the defined threshold and implement compliance with the Procurement Committee award decisions, terms and conditions of tender.
  
• Follow-up of the awarded local purchases and delivery of goods and services.
  
• Work closely with user departments and stores on the delivery of goods.
  
• Manage leases, contracts and agreements for services and goods.
  
• Prepare vendor payments and review administration staff requisitions to ensure they are properly documented and authorized.
  
• Update and maintain a procurement tracker.
  

2. Logistics Management

• Participate in developing, review and updating operational procedures for PREFA.
  
• Develop tools for monitoring of the utilization of the organizational facilities and resources.

3. Asset Management

• Maintain an inventory tracker; ensure all bought items are engraved and properly registered in the tracker, asset category are recorded in the asset register with the required information.
  
• Maintain an asset allocation and movement tracking tool that ensures issued assets to staff and supported districts/sites are accurately recorded, and records well kept.
  
• Verify assets and office equipment on a quarterly basis to ensure all resources are in good order, and optimally utilized.
  
• Maintain comprehensive insurance for assets and equipment in accordance with the set policies.

4. Fleet Management & Supervision

• Guide implementation of the organisation’s travel policy/guidelines, vehicle usage and code of conduct to promote efficient utilization of the organisation’s fleet of vehicles.
  
• Review the travel reports drawn from the fleet system by the administrative assistant, carry out investigations and report to management.
  
• Monitor the vehicle repair log that is maintained by the senior driver to capture basic checks and faults on a monthly basis.
  
• Draw a weekly vehicle timetable to adequately prepare transport booking for program teams and office running.
  
• Review checks on completion of repairs done by the Senior Driver before recommending payments for vehicle maintenance.
  
• Analyze vehicle status reports and cost upkeep, provide recommendations on vehicle disposal and replacement.

5. Stores Supervision

• Supervise the stores function; ensure timely receipt of ordered goods and transport bookings for dispatch of items to sites.
  
• Closely monitor incoming and outgoing supplies, investigate any discrepancies and report to top management.
  
• Guide periodic inventory counts; verify monthly stock counts against stock cards and report any variance to Director Finance and Administration.
  
• Review Goods outward forms to monitor dispatched goods and acknowledgement of receipt of goods by the districts/sites, and to ensure documents are returned on time, duly signed and excess supplies are returned to stores and logged correctly.

Qualifications, Skills, and Experience:

1. A Bachelor of Business Administration, Procurement and Logistics or any other business related field. A Master’s degree in management is an added advantage.
   
2. At least two years’ of practical experience in the field of Procurement and logistics management with demonstrable knowledge of Public Procurement Laws of Uganda PPDA guidelines and regulations, and donor guidelines.
   
3. Excellent communication and interpersonal skills, writing skills, ability to paying attention to detail and computer skills especially Microsoft applications.

Job application procedure
Interested candidates should send a cover letter, detailed resume including three recent professional references with telephone and email contacts and copies of testimonials and academic certificates to info@prefa.or.ug or hand drop them at our offices on the address below;

Protecting Families Against HIV/AIDS (PREFA)
Plot 71, Luthuli Avenue, Bugolobi
P.O.Box 25769, Kampala, Uganda

Applications should reach not later than Wednesday 5th July, 2017. Only short-listed candidates will be contacted