Job Title: Procurement Officer
Organization: Self Help Africa (SHA)
Location: Kampala, Uganda
Job Type: Full-time
Deadline: 01/08/2024
About Self Help Africa (SHA):
Self Help Africa (SHA) is a leading NGO dedicated to ending extreme hunger and poverty. In late 2021, SHA merged with United Purpose (UP), doubling our size and reach. We now implement poverty eradication projects in 17 countries, primarily in sub-Saharan Africa. Together, we are also part of a group that includes social enterprise subsidiaries Partner Africa, TruTrade, and Cumo Microfinance. In 2022, our work reached over six million people and we invested upwards of €45m in more than 100 development programmes aimed at improving food systems, access to markets and financial services, combating climate change, gender inequality, and improving access to clean water, sanitation, and hygiene.
Job Summary:
Under the direct supervision of the Country Director, the Procurement Officer is responsible for managing all procurements and assisting with processing service contracts, leases, rental agreements, and supporting project trainings, workshops, meetings, and fixed asset and stores management as per SHA policy and procedure.
Key Responsibilities:
Procurement:
- Prepare, coordinate, and implement consolidated annual procurement plans.
- Ensure user departments adhere to procurement plans in line with approved budgets.
- Formulate the Value for Money (VFM) framework for procurement in line with donor and internal rules.
- Prepare Request for Proposal (RFP) documents.
- Coordinate the receipt, opening, and evaluation of quotations, tenders, or proposals for goods, services, or works.
- Prepare and manage contracts in liaison with the Head of Finance and Administration (HoFA) for legality and proper authorization.
- Ensure timely, efficient, and effective procurement of goods, services, and works.
- Establish quality specifications of goods and services required by SHA in liaison with relevant projects and end-users.
- Manage the disposal of obsolete and disposable items with HQ authorization.
- Serve as Secretary to the Bid Evaluation Committee, presenting procurement documentation to the relevant Tender committee.
- Administer and document Tenders and Negotiated Procedures on Salesforce.
- Maintain procurement files and records on Salesforce and Box.
- Facilitate annual procurement audits and other internal, donor, or statutory audits and reviews.
- Ensure all necessary paperwork is scanned and saved to Salesforce and/or Box.
- Facilitate insurance cover for all assets and equipment for SHA.
Administrative:
- Manage internal and external purchase requests.
- Establish an inventory management system with the support of the Finance Department.
- Collect and file Goods Receiving Reports, Store Requisitions Issue Vouchers, Waybills, and other related documents.
- Ensure accuracy and proper management approval of documents.
- Update stock cards and prepare quarterly fixed asset and inventory reports.
- Conduct annual inventory of all line items.
- Perform additional tasks assigned by the HoFA.
Key Relationships:
Internal:
- Country Director
- Head of Programmes and Business Development Coordinator
- Head of Finance & Administration
- HQ Compliance, procurement and logistics focal points, HQ ICT, HQ Internal Audit
External:
- External stakeholders
- Government departments, banks, external auditors
Qualifications/Other Requirements:
Essential:
- BA Degree in management, purchasing and supplies management, or public administration.
Role Competencies:
- Demonstrate flexibility in the face of change.
- Attention to detail in review and planning.
- Ability to manage multiple priorities without loss of composure.
- Determine appropriate allocation of time.
- Ability to foresee problems and take preventive action.
- Interact professionally with clients and colleagues.
- Respond to requests with accuracy and courtesy.
- Work effectively as part of a team.
- Proficiency in using standard office equipment.
- Quickly adapt to new technology and acquire new technical skills.
- Exhibit sound judgment and make reasonable decisions in the absence of direction.
- Refer problems to appropriate persons when necessary.
- Work effectively without constant supervision.
- Demonstrate high level of integrity.
Application Process:
Interested candidates should submit their resume and a cover letter detailing their qualifications and experience to [email address] by 01/08/2024. Please include “Procurement Officer Application” in the subject line. CLICK HERE TO APPLY
Equal Opportunity Employer:
Self Help Africa (SHA) is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
