Fresher Temporary Procurement Assistant NGO Jobs – Population Services International (PSI)

Job Title:   Temporary Procurement Assistant (Fresher Jobs)

Organisation: Population Services International (PSI)

Duty Station:  Kampala, Uganda

Reports to: Procurement Coordinator

 

About US:

Population Services International (PSI) is the world’s leading non-profit social marketing organization. We are a diverse group of over 5,000 entrepreneurial development professionals located in over 40 countries committed to making it easier for all people to lead healthier lives and plan the families they desire. PSI is using it’s global presence and 50+ years of experience to help reimagine healthcare. We are working to shape market systems, shift policy and funding, and strengthen global capacity to better support consumer empowered healthcare.

 

Job Summary:  We are looking for a suitable candidate to take on the role of Temporary Procurement Assistant to prepare process and record procurement documentation regarding supplier bids, quotes, and contracts, and carry out other logistic activities to facilitate the procurement committee meetings and decision in line with PSIU’s procurement policies and procedures.

 

Key Duties and Responsibilities:

• Prepare BI reports, and purchase orders, and follow up on approvals and LPO entries in QBE in accordance with the PSI Procurement Policy.
• Co-ordinate PROCOM Meetings by ensuring timely, accurate and complete document proceedings of PROCOM, ensuring PROCOM minutes and related documentation e.g., Bids opening, Analysis, and Conflict of interest declarations are completed in accordance with the PSI Policies and procedures and promptly update users on the status of their procurement transactions through sharing the weekly status report.
• Ensure timely vendor follow-up for submission of RFQs/RFPs and share timely reports on vendor responsiveness to calls from procurement for management decision-making on the effectiveness of the supplier database.
• Ensure timely, complete, and accurate filing of procurement documents (contracts, invoices and other related documents) in both hard and soft copy files and ensure the return of samples to the vendors after completion of the procurement process.
• Maintain an accurate tracker of the status of LTAs, contracts, and open POs to close any gaps in the provision of works, supplies and services.
• Receive, record, and copy suppliers’ invoices for onward submission/ upload of complete accurate and timely procurement documentation for preparation of payments in line with PSIU’s procurement policies and procedures.
• Receive and verify requisitions for completeness and accuracy; advise users and requesters in a timely manner to facilitate the timely start of the procurement process.
• Support the implementation of all the Internal, External or Global Internal Audit recommendations in a timely accurate and complete manner.
• Carry out administrative roles in areas of providing logistics for the procurement unit in form of provision of materials for example stationery, furniture and any other duties assigned by the Supply Chain Manager to ensure timely availability of procured services and commodities/items to user departments.
• Support in preparing the monthly PO report by ensuring timely submission of invoices by suppliers and support documentation by the users.
• Ensure timely feedback is shared with suppliers on all quotations submitted.

Qualifications, Skills and Experience:

• The applicant must hold a Degree or Diploma in procurement or related field
• One year of experience in a similar role
• Proficient in MS Office and excel sheets
• Excellent verbal, written and interpersonal communication skills.
• Customer service
• Result-focused
• Drive change and Innovation
• Develop others

 

How to Apply:

All interested candidates should email their cover letter addressed to the Human Resources and Administration Manager, PSIU, and an updated CV ONLY to apply@psiug.org indicating the Job title in the subject of the email.

 

Inclusion of your salary expectation in your cover letter is a key requirement.

 

Submission of certified academic papers is compulsory.

 

Deadline: 31^st March 2023 by 5.00pm (1700H)

 

NB: Applications received will be reviewed on a rolling basis, so we encourage you to submit your application as soon as possible. Only shortlisted candidates will be contacted.