Deadline of this Job: 01 December 2022
JOB DETAILS:Job Overview:
• Reporting to the Senior Supply Chain Manager, the stores and warehouse officer is responsible for the efficient coordination and management of all warehousing and inventory management functions for IRC’s office in Kampala. The position must be able to rapidly turn Program materials around, whilst ensuring the security of the materials and maintaining audit-compliant records. The position will also be responsible for the standardization of policies and good warehousing practices in Kampala.
Duties and Responsibilities:
• Understand, implement and / or maintain standard IRC inventory management policies and procedures.
• Train warehouse staff as required.
• Manage and document the receipt, handling, storage, release, and reporting of goods through the IRC warehouse(s).
• Advise the Supply Chain Manager of potential inventory shortages.
• Manage casual laborers in the warehouse.
• Ensure the maintenance of warehouse building(s), fittings and equipment.
• Implement and ensure clear safety procedures.
• Implement and ensure clear loading / unloading procedures, correct stacking, and turnover (FIFO) procedures.
• Advise the Supply Chain Manager of warehouse-specific issues or improvements.
• Maintain the Warehouse activity book recording all outgoing and incoming receipts and activities.
• Update as per IRC requirements, the Asset register, Asset inventory list and expendable store inventory list and produce monthly reports.
Goods reception and transport:
• Assist in receiving all supplies.
• Keep an accurate and up-to-date record of the store contents and inward and outward movement of goods in the warehouse register or stock cards.
• Responsible for arranging and overseeing the air transportation of goods in accordance with IRC procedures.
• Prioritize dispatch needs in conjunction with program.
• Prioritize air road transport in coordination with the program department and field sites.
• Where necessary organize or carry out the transportation of goods to the carrier premises for onward road shipment.
• Supervise truck loading and documentation follow up.
Warehousing and Inventory:
• Monitor security of IRC’s storage and supplies.
• Receive completed store’s request forms and prepare the goods for issuance.
• Ensure goods, equipment is signed for received on the request form (office expendables) or waybill (all other items).
• Prepare a monthly report for the expendables store outlining all stock movements and remaining balances.
• On a monthly basis, work with the Supply Chain Manager to reconcile the Warehouse register in the Asset tracking sheet and equipment issuance forms.
• Update the stock record cards regularly.
• Conduct routine inventory inspection and submit monthly report to Supply Chain Manager in timely manner.
Expected Deliverables:
• Maintain full and accurate inventory records.
• Undertake (documented) monthly and ad-hoc physical inventory checks.
• Conduct documented quarterly job performance reviews of warehouse staff, providing appropriate feedback.
• Provide on-time, standard monthly reports to the Senior Supply Chain Manager.
Qualifications
• Strong sense of personal integrity.
• Attention to detail.
• Strong supervisory skills.
• Ability to multi-task.
• Team spirit and problem-solving abilities.
• Bachelor’s Degree in Procurement and Logistics Management
• 2 years of experience working as a stores and warehouse officer in a multi-cultural environment.
• Good communication and staff management skills
• Computer literacy (Microsoft Office Word and Excel spreadsheets; Outlook)
• Excellent interpersonal and communication skills
• Remains productive when under pressure.
• Demonstrates a systematic and efficient approach to work.
• Knowledge of generic warehouse management systems and forms
• Physically mobile, able to lift 30kg without strain.
• Competent in spoken and written English
• Competency in data analysis and reporting
Professional Code of Conduct:
The IRC and IRC workers must adhere to the values and principles outlined in IRC Way - Standards for Professional Conduct. These are Integrity, Service, and Accountability. In accordance with these values, the IRC operates and enforces policies on Beneficiary Protection from Exploitation and Abuse, Child Safeguarding, Anti Workplace Harassment, Fiscal Integrity, and Anti-Retaliation.
I have read and understood the details of the above Job description, the terms and conditions of my contract and the HR policies for National Staff and agree to always abide by them. I fully understand that my failure to do so could result in the termination of my work with IRC.
Please note, the deadline for submission is December 01st, 2022.
Deadline of this Job: 09 December 2022
JOB DETAILS:Title: Procurement Specialist (PS)
Reports To: The Programme Coordinator
Qualification – A Master’s degree in either Procurement, Commerce, Business Administration, Law, Engineering or related field and must be a qualified member of a professional body such as CIPS, with at least 15 years experiences in public procurement with at least 5 years’ experience in Local Government Procurement. Knowledge of World Bank procurement procedures will be an added advantage. Shall have a proven integrity record.
Deadline of this Job: 30 November 2022
JOB DETAILS:Key Responsibilities:
Back ground
• World Vision Uganda (WVU) is a Christian relief, development and advocacy non-government organisation dedicated to working with children, families and communities to overcome poverty and injustice. We currently work in 43 districts and have 48 Area Programmes implementing projects in health & nutrition, water, sanitation & hygiene (WASH), livelihoods & resilience, education and child protection. World Vision (WV) is committed to the protection of children and adult beneficiaries from exploitation and abuse and will not employ people whose background is not suitable for working with these beneficiaries. All employment is conditioned upon the successful completion of all applicable background checks, including criminal record checks where possible.
• Due to expansion in scope of our programmes, we are now seeking for a qualified and passionate individual willing to share in our vision and join the team in the following role.
Purpose of the position:
• The Supply Chain Coordinator will carry out procurement activities for goods and services as per laid down procurement policies procedures and processes while maintaining high standards of integrity and accountability.
Key Outputs/Responsibilities
Planning
• Advise and seek approval of internal customers of modifications from original requests.
• Facilitates across all parties the timely resolution of issues that could impact meeting the needs of the requestor and communities.
• Identify alternative supply sources for materials / services not under contract
• Ensure safe delivery and receipt of ordered materials
• Resolve conflicts with deliveries and suppliers
• Participate in procurement planning, consolidation of plans, and ensure timely execution of the plans in liaison with user departments
Strategic Sourcing
• Execute the Market Assessment and Supplier Pre-Qualification process as per the set guidelines based on the set guidelines for the assigned categories.
• Manage the RFQ/RFP Process including baselines & price survey methodologies as per the approved framework for the assigned categories.
• Lead negotiations for the assigned Categories.
• Supervise the Sourcing events and Assistance work relating to sourcing.
• Preparation of Procurement Committee submission documents to ensure their comprehensiveness to allow an informed decision-making process.
• Facilitate Purchasing Committee meetings and ensure that proper documentation is maintained.
Supplier contact relationship and management
• Accurately complete the master data management form (or contract/supplier register)
• Monitor and complete contract close-out, renewal or retender, as appropriate for the assigned commodities.
• Ensure that contractual conditions and performance indicators are understood by the suppliers.
• Identify & resolve or escalate contract-related issues both internally and externally.
• Analyze supplier performance based on customer feedback information & other sources and coordinate with supplier for improvement.
Procurement Execution
• Receive incoming Purchase Requisitions (Pending Buyer Action), verify specifications are clear, conduct sourcing event if required items are not already on contract, update the PR with actual supplier record and release PR for approval.
• Follow Procurement Polices and guidelines in Supplier Award decisions under the applicable threshold.
• Manage PO Change requests coordinating with Requesters, Budget Owners and Suppliers
• Consolidates all required documentation for presentation to Finance for timely supplier payment for materials and services delivered.
Data Management and analysis
• Collect and analyze organization-wide data to support decision-making
• Provide support in the design of the business metrics to monitor SCM performance and alerting management when the performance trigger is violated
• Conduct spend analysis to support strategic sourcing activities, and Supplier Relationship Management
• Prepare summary report of supplier bid responses for Procurement Committee award decision meetings
• Track and analyze procurement performance and savings against established target levels
Process, Procedure and Policy
• Conduct all procurement related tasks as per the approved procurement policies, processes and guidelines.
• Advice management regarding any challenge / risks / impractical guidelines.
• Collect customer feedback relating to the policies, processes and guidelines, and report to National Office Management for improvements or change,
• Review with Partners / Sub-Grantees, their SCM Policies, procedures and etc. to identify any gaps, document them under assessment reports, and capture under capacity building plans.
Systems Development & Implementation
• Collect and collate useful data which can be used to improve the general systems established and communicate this information to immediate Supervisor
Control & Compliance
• Conduct supplier pre-qualification for all new-suppliers and maintain records.
• Participate in development of risk identification & assessment tools, registers and other tools and assessing SCM and contractual risks for procurements of goods, works or services.
• Maintain proper filing and record keeping as per the guidelines set by the management.
• Coordinate with Requesters to close out open POs in a timely manner.
• Implementation of agreed audit recommendations in the procurement process as per the guidance given by the HoD.
• Participate in process to Review Partners / Sub-Grantees, internal control system in the procurement process to identify any gaps, document them under assessment reports, and capture under capacity building plans.
• Periodically monitor the progress on implementation of recommendations and update the management of all parties.
Training and capacity building
• Coordinate, participate in, and/or train staff from Supply Chain Staff and other WVI Departments on WVI Procurement Policies, Processes, and Systems
• Conduct Partners' / Sub-Grantees' capacity assessment and capacity building plans as per set framework / guidelines.
• Train the Partners / Sub-Grantees based on the approved capacity building plan, monitor progress. Coordinate with internal stakeholders in monitoring the progress and submit progress reports to the management.
Others
• Participate in committee & Task forces requiring security input or guidance.
• Any other duty that may be assigned by the Supervisor or designee
Qualifications: Education/Knowledge/Technical Skills and Experience.
• University degree in Business Administration, Procurement or similar degree, or equivalent experience
• Professional qualification in CIPS
• At least 4 years' experience in Procurement or Supply Chain
• Computer literate with excellent working knowledge in MS Office.
• Experience in working with Enterprise Resource Platform (ERP’s)
• High professional ethics and integrity
• Good interpersonal and organizing skills
• Must be a committed Christian, able to stand above denominational diversities
• Strong communication skills.
• Experience working in the INGO at a similar role is an added advantage
Deadline of this Job: 04 December 2022
JOB DETAILS:Main Duties and Responsibilities
The Procurement Officer has the following duties and responsibilities:
• Manage purchase of goods and services in relation to the ISSD Uganda procurement policy manual
• Liaise with thematic experts and other staff to determine their product and service needs to develop a procurement plan and execute it in accordance to the procurement policy
• Manage the procurement process from solicitation of quotations and proposals for requested goods and services by staff
• Evaluate quotations received, with technical input from component leads/requesting departments
• Prepare contracts or purchase agreements for goods and services as required
• Close follow up with supplier’s/service providers to ensure timely delivery of procured goods and services to respective project locations
• Advise Finance team on payments due to suppliers for successfully delivered goods and services
• Monitor business trends and product availability to inform best price for the organization’s goods and services without compromising quality or delivery time
• Conduct periodic pre-qualification of suppliers and services providers and make recommendations to your supervisor
• Review performance of the pre-qualified suppliers lists and report on status of the relationships
• Nurtures relationships with suppliers to negotiate the best prices. Manage relationship with the suppliers as the contact person for all procurements
• Researches new products and services aligned to the project and organizational needs
• Review the procurement policy and practices to match with best practices and share recommendations with the supervisor
• Ensure compliance with donor and ISSD Uganda regulations related to procurement manual, finance manual, and other organization policies
Prepare monthly and quarterly reports on procurement unit
Qualifications & Experience
• Bachelor's Degree in Supply Chain, Logistics, Procurement Management
• 3+ years’ experience in procurement and logistics, with strong organizational skills
• Understanding of Supply Chain Management Procedures, Logistics Skills
Key Competencies
• Personal integrity
• Adaptability to unanticipated circumstances
• Working proficiency in English
• Proficiency in Microsoft Word, Excel and PowerPoint packages
• Good Negotiator, Data Analysis skills, Good Business Instincts
• Team player
• Ability to work independently with minimal supervision
• Planning, prioritizing, and organizing
Deadline of this Job: 04 December 2022
JOB DETAILS:Position overview
• The Driver supports the project with all transport-related duties including transporting staff to specified project destinations, collecting and delivering various organization packages, maintaining the vehicle in a clean and good mechanical condition.
Duties and Responsibilities
• Drive the ISSD vehicle and authorized passengers to specified destinations as approved by the supervisor, and in line with ISSD transport management policy
• Assist with loading and offloading of staff luggage, organization items and materials
• Keep the assigned vehicle in a clean condition at all times by regular washing and cleaning
• Maintain an updated log book for all journey to record travel-time, locations, and fuel top-ups, etc.
• Maintain the vehicle in a proper working condition to ensure safety and comfort of passengers by;
o performing routine physical inspections to monitor its safety and security
o ensuring planned service, repair, and maintenance schedules are adhered to
o reporting any accidents, injuries, and vehicle damage to the supervisor
• Promptly inform the supervisor if/when road misuse tickets are issued by the Uganda Police/ road traffic other authorities
• Ensure the assigned vehicle is always parked in permissible parking spaces to avoid risks of towing
• Fulfill other duties such as running office related errands as instructed by supervisor Special requirement
• The job will require reporting on duty earlier than the usual reporting work hours, and working on the weekend, as will be communicated by supervisor
Skills and Qualifications
• Minimum UCE qualification with basic knowledge of English (spoken and written) and other relevant local languages
• 3 years relevant work experience with NGO or CSO
• A valid driver’s license and clean driving record
• Working knowledge of local roads and routes
Key Competencies
• High integrity
• Hospitable
• Accountability
• Confidentiality
• Good communication skills
• Good interpersonal skills
• Sound knowledge of road safety regulations
• Ability to utilize maps, GPS systems, and car manuals
• Punctual and reliable
