Summary
Date Posted: Monday, September 04 2023, Base Salary: Not Disclosed

JOB DETAILS:

Main Purpose of the Job:
To manage the procurement function of TAF (AIC), provide technical assistance to the procurement committees on procurement matters and give support to departments and projects in regards to procurement activities.

Key Outputs
• Procurement and disposal policies, systems, strategies, plans and procedures developed
• Technical support and guidance on procurement matters provided
• Contracts and memorandum of understanding developed
• Compliance with procurement process established and reports written
• Coordination of assets and inventory disposal managed
• Organizational capacity development provided
• Coordination with the Chairperson procurement Committee done

Key Duties and Responsibilities
• Manage the Procurement function to ensure peak performance that includes high ethical standards; excellent team work and overall efficiency in line with TAF (AIC) and donor’s procurement policies, processes and quality standards.
• Deliver on all program and project procurement requests, combining use of ad-hoc procurement, approved suppliers and contracted suppliers to meet the needs of the various departments and projects.
• Set up and maintain sound internal controls and segregation of duties in the procurement and disposal processes.
• Ensure overall best value for money is achieved through a competitive and transparent procurement process considering quality, availability, time frame, transport and storage costs
• Conduct market survey to ascertain the unit costs of all TAF (AIC) required goods and services.
• Advise management on best sources of required goods and services and always obtain an approved pre-qualified suppliers list as guided by the set policies.
• Ensure that all orders are processed in a timely manner, track all responses, and provide status updates to all stakeholders and file all relevant documents appropriately
• Develop strong relations with all departments, centers and projects to support them in improving their ordering and procurement practices.
• In collaboration with the Procurement Committee, undertake market research and analysis, run tenders and set up framework agreements for key items as guided by the findings.
• Deliver management information reports summarizing key trends on spending and performance of procurement visa-vis the Procurement plans and team’s expectations.
• Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings i.e. for medical supplies and other related supplies.
• In liaison with the different units prepare and seek approval of the Procurement Plans for departments, centers and projects.
• Manage vendors’ contracts and ensure performance evaluation for all vendors.
• Obtain Terms of References (TORS) from the technical staff and prepare tender documents for the procurement of goods and services and manage the selection processes.
• Participate in evaluation of bids and proposals and make sure the bids evaluation report, technical evaluation, minutes of negotiations and negotiated contract in selection of consultants contain all the facts and information required to justify the recommendations made in the report.
• Prepare contract and amendments of contracts when needed.
• Participate in the joint verification of procured goods and equipment and to ascertain the items conformity to Technical Specifications and Quantities.
• Maintain a database on all procurement activities for programs and projects.
• Maintain records of monthly vendor payment reconciliations and prepare monthly, quarterly and annual procurement reports
• Design and execute a record keeping and filing system and set up a contract register for TAF (AIC).
• Set up Standard Operating Procedures (SOPS) for procurement related documentations from the Purchase Request to the Goods Received Note.
• Identify capacity building opportunities for staff and train them in procurement practices.
• Coordinate the assets and inventory disposal processes as per the recommended timelines.
• Ensure a transparent and disposal assets and inventory process at project, center and headquarter level
• Manage the procurement of services, supplies and capital assets including regular supplier analysis and monitoring quality service provision; in compliance to TAF (AIC)’s set standards and PPDA.
• Liaise with the stores staff to ascertain re-order levels to avoid delays in procurement.
• Coach, mentor and train the staff under procurement and appraise the staff as per set policies.

PERSON SPECIFICATIONS: Procurement Manager
• Minimum Academic Qualifications: Must possess a Chartered Institute of Purchasing and Supply
• Management certificate, a Master’s Degree in Procurement and Supplies Management with Membership to the Institute of Procurement Professionals of Uganda (IPPU).

Required Experience and Skills
• Five (5) years in the management of procurement activities in a fairly large organization, preferably donor-funded.
• Specific Knowledge of Laws, policies and regulations governing procurements.


Work Hours: 8

Experience in Months: 60

Level of Education: Postgraduate Degree

Job application procedure

Send your soft copy application via email to: recruitment@aicug.org  stating your salary expectation and start date.
Combine all your application documents i.e, cover letter, CV & certified copies of academic documents into one PDF document.
Deadline for application is 15th September, 2023, 5:00pm.
Only shortlisted candidates will be contacted for interview.
Only online applications submitted via email will be accepted. Consider your application unsuccessful if not contacted within five (5) weeks after the closing date of the advert.
AIC is an equal opportunity employer committed to having a diverse work force and does not ask for money at any stage of recruitment.


All Jobs

QUICK ALERT SUBSCRIPTION