Summary
Date Posted: Thursday, August 18, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
Procurement Associate

Position Code: PA -822
Reports to: Head of Procurement
Station: Entebbe, Uganda

Job Purpose:
The position holder will timely coordinate flow of information, updates, and documentsbetween the procurement team, and stakeholders; collecting analyzing procurement data andpublishing procurement performance reports. Also assists Procurement Officers inperformance some buying functions and acts in Procurement Officer Capacity in the event ofleave/ absence of a Procurement Officer.

Roles & Responsibilities
1. Principal duties;
• Ddeveloping a tracking/update tool that contains all pending purchase requests anduser inquiries; update the status of each inquiry daily and share an update withrequesters daily;
• Checking the Enterprise Resource Planning (ERP) tool (Microsoft Dynamics Navision)for all new purchase requisitions and add these to the tracking/ update tool. In addition,add any new inquiries arising outside of the ERP tool to the tracking/ update tool;• Collecting regular updates from Procurement Officers and Head of Procurement onprogress of their respective pending purchase requests and update the tracking/ updatetool each week with updates that are accurate and useful to users;
• Checking weekly shipping plan and shipping pre-alerts from the shipping agents andupdate the tracking/ update tool to show import orders that are planned for shipping,in transit, under customs clearance or delivered to stores, rejected/ returned, pendingpayment, paid;
• Contacting shipping agents and clearing agents for updates on import orders that areplanned for shipping or undergoing customs clearance and update tracking/update toolaccordingly;
• Regularly contact and liaise with shipping agents to inform them of orders requiringcollection and orders to be delivered to shipping agent by suppliers;
• Supporting Procurement Officers in following up with suppliers on orders that are duefor collection or delivery or delayed and push for fulfilment or new delivery dates;• Require shipping agent to provide pre-alert documents including invoices, waybills/ billsof lading, export certificates;
• Contacting suppliers for certificates of conformity, certificates of analysis, materialsafety data sheets and any other documents required by shipping and clearing agentsfor successful shipping and customs clearance of imported consignments;• Liaising with the Unit pharmacist to lodge applications for National Drug AuthorityImport Verification Certificates (NDA VCs) and with the clearing agent to apply forUganda National Bureau of Standards(UNBS) destination inspection for all importshipments that require them;
• Requesting Cash or Bank Transfer payments (per Unit Accounts Payables Policy) andcoordinate with drivers and/ or accountants and regulatory agencies to ensurepayments for permits/ inspections are made in timely fashion, and permits areprovided/ inspections are conducted accordingly;
• Responding to inquiries of shipping agent on orders to be consolidated or separatedfrom weekly shipping consignments;
• Instructing shipping agent when required, on treatment of different orders, pickups,deliveries and shipments;
• Consult Procurement Officers on any information needed by shipping agents and act assingle point of contact between Unit and shipping agent/ customs clearing agent;• Being accountable for procuring logistics requirements of the Unit, in compliance withthe Unit Procurement Policies and Standard Operating Practices, including procurementof shipping agent and clearing agent services;
• Managing sourcing, selection and ordering of services of couriers for shipment ofsamples, biological shipments and courier shipments both locally and internationally;• Receiving payment schedules and invoices from logistics and clearing agents, checkingaccuracy of the same, submitting these for requisitioning, approval and following uptheir timely payment;
• Tracking of all procurement deliveries to the Unit and ensure these are appropriatelyforwarded for payment and settled in accordance with the Unit’s Accounts PayablesPolicy;
• Regularly updates the tracking/update tool with the payment status of each outstandingorder
• Coordinating with the Stores department, Procurement department, Financedepartment and Suppliers to troubleshoot/ investigate and resolve any contested or‘on-hold’ deliveries and ensure these are escalated for resolving or resolved andpayments settled;
• Receiving the Finance ‘Outstanding Pre-payments’ report and follow up withProcurement Officers, Requesters, and Stores to provide correct updates on the statusof open pre-paid orders;
• Keeping track of the annual tender and initiatives plans and produce a monthlydashboard/report on progress of completion of tenders and initiative projects;• Keeping track of the annual Procurement team targets and publish a monthly updateon progress towards achieving Procurement objectives;
• Collecting and analyse data from the ERP tool and other sources, on each purchaserequest and the different stages from need realization to delivery. In addition, use thisdata to report on Procurement’s performance in achieving service levels and turnaroundtimes, for each purchase request;
• Relieving Procurement Officers and perform Procurement officer functions when aProcurement Officer is on leave, out of office or when assigned to do so by Head ofprocurement;
• Performing any reasonable clerical actions requested by Procurement Officers includingfiling; and,
• Inspecting deliveries following up with suppliers and/ or requestors on specific requests.

2. Financial Management
• Complies with all Unit Financial and Procurement policies and SOPs while conductingduties.
3. LSHTM Integration
• Participate positively and proactively in the process of integrating and harmonisingprocedures across all LSHTM sites.
4. Environment
• Participate in carbon emission reduction activities across the Unit and wider LSHTM
• Act as an advocate for the responsible and efficient use of resources

 Person Specification
• Bachelor’s degree in Procurement, Logistics, Supply Chain management, or related fieldrequired;
• CIPS qualification, minimum Level 5 as an alternative to Bachelor’s degree;
• Should possess experience working with an Enterprise Resource Planning (ERP) system;
• Previous experience in an analytical role, working with spreadsheets, analyzing data andproducing reports;
• Previous progressive experience in procurement/ logistics/ supply chain role;
• Should possess Intermediate level user of Microsoft Excel;
• Knowledge of standard workplace IT-tools such use of computers, scanners and WindowsOffice;
• Good understanding of international trade, logistics, laws, practices and Uganda customsrequirements;
• Exemplifying Integrity – zero tolerance to unethical acts;
• Client orientation – always putting self in client’s shoes;
• Innovation – constantly developing new or improved approaches;
• Quick learner – quickly picks up and applies new information on the job; and,
• Results focused – looks for ways to achieve results, not excuses why results cannot be achieved.


Job Experience: No Requirements

Work Hours: 8

Level of Education: Bachelor Degree

Job application procedure

Follow the link below to fill a form and submit your application documentation:
https://redcap.link/Procurement_Associate 
Filling the form more than once will lead to automatic disqualification. High level of integrity whilefilling the form is required and will be considered during shortlisting. Combine all your application documentation i.e. cover letter, CV & certified copies of academic documents into one PDF document. Deadline for application is 26th August 2022, 5:00 pm. Only shortlisted candidates will be contacted for interview. This position is open to Ugandan nationals only. Strictly follow the application procedure as failure to do sowill lead to automatic disqualification. Only online applications through the link provided willbe accepted. You will receive a notification in your email if your application anddocumentation have been successfully received.
N.B: You will be required to present certified copies of your academic documentation beforeemployment and so are advised to embark on the certification process soon enough to enabletimely contracting.
The applications should be addressed to:
The Head of Human Resources,
MRC/ UVRI and LSHTM Uganda Research Unit,
P.O. Box, 49,
Entebbe, Uganda.


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