Job Title: Procurement Officer
Duty station: Uganda
Reporting to: Finance Manager
The Procurement Officer is responsible for effectively managing the purchasing and supplies management functions through the application of professional procurement and inventory management practices to maximise value from externally sourced products and services. The Procurement Officer will be expected to put in place and enforce service agreements that are favourable to the company and to offer advice and direction to staff and management, as required, with regard to procurement. In addition, the job must coordinate cost effective disposal of assets in accordance with Bank policies and regulations.
Duties and Responsibilities
- Plan and carryout pre-procurement activities in line with and in support of business objectives.
- Work closely with other departments to create and deliver procurement plans and activities that ensure continued supply of high quality and cost competitive products and services to the Bank.
- Undertake market surveys to identify reliable suppliers of goods and services for the Bank.
- Facilitate user departments in the development of requirement specifications, prioritize their needs and prepare analysis reports.
- Develop prequalification documents according to Bank regulations and guidelines.
- Document for approval procurement plans and schedules
- Negotiate and implement appropriate supply agreements for goods and services and ensure that these are appropriately managed and updated.
- Provide secretarial services to the Tender committee.
- Run professional tender processes to ensure objective selection of suppliers for goods and services.
- Prepare documents for the Tender committee.
- Coordinate the bid evaluation process.
- Analyse, interpret and where required present the results of market analysis, tender results and recommendations to through written reports and actual presentations to facilitate decision making.
- Carryout routine activities relating to the purchase good and services from local and international markets.
- For local purchases, process Local Purchase orders as required; follow up deliveries; record goods received; coordinate inspection of goods received by user departments; process Goods Received notes; and initiate payment for goods delivered.
- For imports, clear goods on arrival through Customs at various ports of entry; comply with all tax regulations; initiate payment for goods delivered and payment of taxes; keep in constant touch with ports of entry for any goods arrival so as to avoid high demurrages; and monitor changes in tax/import regulations that affect procurement activities.
- Keep up-dating self on procurement rules and regulations and work closely with other functions of the Bank to effectively respond to their needs through timely and effective supply of good and services.
- When required, lead project teams to ensure execution of procurement projects.
- Manage suppliers/ contractors to ensure that the bank gets value for money from services and good delivered.
- Negotiate contracts with suppliers to deliver best value to the Bank. Implement and manage supplier/ contractor agreements for the Bank
- Prepare relevant reports as requested by line managers and Tender Committees
- Prepare and maintain information for use within Bank relating to procurement performance.
- Provide information to the audit department to support their activities
Management and Accountability for Inventory
- Take responsibility for the storage and safety of inventory.
- Carryout annual stock counts of the inventory and timeously account for the goods
- Ensure that goods and services are delivered to the right users within a reasonable time frame.
- Put in place procedures and tools to support distribution of goods. Keep accurate records of distributed goods.
- Review and analyse country office purchase reports and usage of goods, and report accordingly.
- Participate in the development or review of asset disposal policies and procedures.
- Identify assets to be disposed;
- Prepare asset specifications;
- Participate in the assessment of asset value;
- Scout for buyers; or prepare for competitive bidding;
- Advertise, receive and open bid documents;
- Attend contracts committee meetings;
- Prepare contract documents; and
- Report on disposal of assets activities to immediate supervisor
Perform any other duties assigned by Management
Qualifications & Experience
- A good University degree in Procurement, Commerce, Business Administration or Accounts.
- A recognised professional qualification in procurement
- Membership of a professional procurement body
- Minimum of 5 years procurement experience acquired in large commercial and reputable organisation.
- Proven experience in local and international procurement including ability to successfully carryout complex procurements.
- Ability to work with suppliers and build long term competitive supply relationships.
- Ability to analyse data and give presentations to all levels of management
- Ability to influence, communicate effectively and work with minimum supervision.
- Negotiation and influencing skills
- Project Management
- Results driven and pro-activity
- High level of integrity
- Ability to work in teams