Procurement Officer job at Makerere University Joint AIDS Program (MJAP)

Job Summary:

The Procurement Officer will coordinate the procurement of supplies and equipment for supported health units and program activities. S/he will be responsible for ensuring effective and efficient functioning of all procurement and disposal activities of the project

Roles and Responsibilities

• Work with the Project technical teams, and the Finance/Administration team, to plan for and implement detailed and efficient operational procurement support to project supported districts, health sub districts and health facilities. This includes but is not limited to: logistics support for on-site and off-site project supported activities.
• Establish and implement a monitoring system that ensures prices paid for goods and services are in line with local market prices.
• Develop and consolidate Procurement Plans and budget for every financial year and account for expenditures in accordance with MJAP and USG procurement policy and guidelines.
• Review, develop, update and monitor the implementation of the MJAP procurement policy, guidelines and tools in accordance with the USG and MJAP procurement policy and guidelines.
• Conduct supplier pre-qualification and management; prepare pre–qualification documents, invite public bidders for pre-qualification exercise and conduct price search and market surveys in line with the procurement rules and regulations.
• Prepare bidding documents, invite the shortlist bidders to submit their proposals and manage the Tender/Bid opening and communication of awards as per procurement rules and guidelines.
• Prepare and submit quarterly Procurement reports to Director Finance and Administration and respond to all queries or communications regarding the reports in line with MJAP procurement policy and guidelines.
• Organize and manage contract negotiations with pre-qualified suppliers to negotiate terms and conditions of contract in line with MJAP and USG procurement policy and guidelines.
• Review and monitor the implementation of a contract management system for the procurement process and provide technical support to user departments in contract management, in line with MJAP procurement policy and guidelines.
• Documentation and Payment Processing: in coordination with finance team such as the Finance and Operations Manager, Finance Officer, and the Program/Finance Assistants, to ensure adequate documentation in support of various project events such as field training and meetings and other meetings involving internal and external staff and other stakeholders. S/he will design a system that puts in place a robust mechanism for the prompt and timely submission of such supporting documentation to the finance office to facilitate timely payment processing.
• Coordinate and manage the disposal of assets in accordance with MJAP and USG procurement policy and guidelines.
• The Procurement Officer is responsible for the creation, management and ongoing maintenance of a filing, archiving and retrieval system in electronic and hard copy formats for MJAP procurement policy and guidelines, in accordance with established policies. S/he will also maintain records of official correspondence and communications and create a system to log both incoming and outgoing correspondence relating to procurements.
• Supervision, Training & Development: The Procurement Officer will directly supervise the Procurement Assistant and ensure performance of the highest standard; consistent with project needs.

Qualifications, job requirements and competencies

• Bachelor of Procurement and Logistics Management or Bachelor of commerce, Business Administration or a related business field
• Membership of CIPS is an essential requirement for this job.
• Minimum 5 years' project procurement management experience, including managing field office procurements and supervision of employees.
• Thorough knowledge of USG contractual, procurement and reporting requirements.
• Strong leadership, analytical and organizational skills; demonstrated ability to work both independently and within a team, assess priorities, and manage multiple activities with attention to detail.
• Excellent problem-solving capacity, with demonstrated ability for considerable analysis and sound judgment to find solutions in a complex environment with shifting and competing priorities.
• Excellent cross-cultural communication (both oral and written) and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, stakeholders, clients and consultants.
• Advanced Computer skills including proficiency in Microsoft Office programs (Excel spreadsheets, word processing, power point, and electronic mail).

• Work with the Project technical teams, and the Finance/Administration team, to plan for and implement detailed and efficient operational procurement support to project supported districts, health sub districts and health facilities. This includes but is not limited to: logistics support for on-site and off-site project supported activities.
• Establish and implement a monitoring system that ensures prices paid for goods and services are in line with local market prices.
• Develop and consolidate Procurement Plans and budget for every financial year and account for expenditures in accordance with MJAP and USG procurement policy and guidelines.
• Review, develop, update and monitor the implementation of the MJAP procurement policy, guidelines and tools in accordance with the USG and MJAP procurement policy and guidelines.
• Conduct supplier pre-qualification and management; prepare pre–qualification documents, invite public bidders for pre-qualification exercise and conduct price search and market surveys in line with the procurement rules and regulations.
• Prepare bidding documents, invite the shortlist bidders to submit their proposals and manage the Tender/Bid opening and communication of awards as per procurement rules and guidelines.
• Prepare and submit quarterly Procurement reports to Director Finance and Administration and respond to all queries or communications regarding the reports in line with MJAP procurement policy and guidelines.
• Organize and manage contract negotiations with pre-qualified suppliers to negotiate terms and conditions of contract in line with MJAP and USG procurement policy and guidelines.
• Review and monitor the implementation of a contract management system for the procurement process and provide technical support to user departments in contract management, in line with MJAP procurement policy and guidelines.
• Documentation and Payment Processing: in coordination with finance team such as the Finance and Operations Manager, Finance Officer, and the Program/Finance Assistants, to ensure adequate documentation in support of various project events such as field training and meetings and other meetings involving internal and external staff and other stakeholders. S/he will design a system that puts in place a robust mechanism for the prompt and timely submission of such supporting documentation to the finance office to facilitate timely payment processing.
• Coordinate and manage the disposal of assets in accordance with MJAP and USG procurement policy and guidelines.
• The Procurement Officer is responsible for the creation, management and ongoing maintenance of a filing, archiving and retrieval system in electronic and hard copy formats for MJAP procurement policy and guidelines, in accordance with established policies. S/he will also maintain records of official correspondence and communications and create a system to log both incoming and outgoing correspondence relating to procurements.
• Supervision, Training & Development: The Procurement Officer will directly supervise the Procurement Assistant and ensure performance of the highest standard; consistent with project needs.

• Strong leadership, analytical and organizational skills
• Demonstrated ability to work both independently and within a team
• Assess priorities, and manage multiple activities with attention to detail
• Excellent problem-solving capacity
• Demonstrated ability for considerable analysis and sound judgment
• Excellent cross-cultural communication (both oral and written) and interpersonal skills
• Ability to interact professionally with culturally and linguistically diverse staff, stakeholders, clients and consultants
• Advanced Computer skills including proficiency in Microsoft Office programs (Excel spreadsheets, word processing, power point, and electronic mail)

• Bachelor of Procurement and Logistics Management or Bachelor of commerce, Business Administration or a related business field
• Membership of CIPS is an essential requirement for this job
• Minimum 5 years' project procurement management experience, including managing field office procurements and supervision of employees
• Thorough knowledge of USG contractual, procurement and reporting requirements