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| Makerere University Joint Aids Program |
Procurement Officer job Post
Location: Jobs in Uganda 2024 - 2025
Work Hours: Full-time, 08 hours per day
Salary:
UGX
No. of vacancies: 01
Deadline: 24 September 2024
Hiring Organization: Makerere University Joint Aids Program
Job Details:
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.
Specific Duties and Responsibilities:
Work plan development and implementation, which will include:
- 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 (e.g., outreach camps, laboratory sample transportation hub network activities), and procurement support to both central office and cluster teams.
- Participate in the development of monthly, quarterly, and annual reports.
Price Monitoring:
- Establish and implement a monitoring system that ensures prices paid for goods and services are in line with local market prices.
Procurement Plans:
- Develop and consolidate Procurement Plans and budget for every financial year and account for expenditures in accordance with MJAP and USAID procurement policy and guidelines.
Policy Development and Monitoring:
- Review, develop, update, and monitor the implementation of the MJAP procurement policy, guidelines, and tools in accordance with the USAID and MJAP procurement policy and guidelines.
Supplier Pre-qualification:
- Conduct supplier pre-qualification and management.
- Prepare pre-qualification documents, invite public bidders for pre-qualification exercise, and conduct price searches and market surveys in line with the procurement rules and regulations.
Bidding Process:
- Prepare bidding documents, invite the shortlisted bidders to submit their proposals, and manage the Tender/Bid opening and communication of awards as per procurement rules and guidelines.
Procurement Reports:
- Prepare and submit quarterly Procurement reports to the Director of Finance and Administration, and respond to all queries or communications regarding the reports in line with MJAP and USAID procurement policy and guidelines.
Contract Negotiations:
- Organize and manage contract negotiations with pre-qualified suppliers to negotiate terms and conditions of the contract in line with MJAP and USAID procurement policy and guidelines.
Contract Management System:
- 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 and USAID procurement policy and guidelines.
Documentation and Payment Processing:
- In coordination with technical team leads such as the Finance and Operations Manager and his team, and the Program Assistants, ensure adequate documentation in support of various project events (e.g., field trainings, workshops, work planning workshops, and other meetings involving internal and external staff and stakeholders).
- Design a system that ensures the prompt and timely submission of supporting documentation to the finance office to facilitate timely payment processing.
Asset Disposal:
- Coordinate and manage the disposal of assets in accordance with MJAP and USAID procurement policy and guidelines.
Filing System:
- Responsible for the creation, management, and ongoing maintenance of a filing, archiving, and retrieval system in both electronic and hard copy formats for MJAP and USAID procurement policy and guidelines, in accordance with established policies.
- Maintain records of official correspondence and communications and create a system to log both incoming and outgoing correspondence relating to procurements.
Supervision, Training & Development:
- 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 of five years of project procurement management experience, including managing field office procurements and supervision of employees.
- Thorough knowledge of USAID procurement, contractual, 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.
- Advanced computer skills, including proficiency in Microsoft Office programs (Excel, Word, PowerPoint, and email).
Application procedure
MJAP strives for inclusion and diversity and therefore considers all job applicants based on merit without regard to race, gender/sex orientation, color, national origin, religion, age, marital status, and disability. MJAP is an equal opportunity employer committed to having a diverse workforce and does not ask for money at any stage of recruitment. MJAP will not be responsible for such fraudulent correspondence, loss of money, or theft that may result from anyone engaging in any fraudulent recruitment activity. All suitably qualified candidates are encouraged to apply by clearly stating the position applied for in the Subject line. Combine all your application documentation i.e. cover letter, CV & academic documents into one PDF with names/contact details of three referees including the immediate Supervisor and Head of Human Resources, addressed to: The Human Resources Manager, Makerere University Joint AIDS Program (MJAP).
Email: recruitment@mjap.mak.ac.ug NOT later than Tuesday, September 24th, 2024, at 5:00 pm. For details about advertised positions, please visit the website of Makerere University Joint AIDS Program >> Click Here for the detailed Job Description. Consider your application unsuccessful if you don’t hear from us by October 9th, 2024. Offer of employment will be subject to satisfactory references including but not limited to appropriate background checks, criminal records, and previous employment findings of fraud, corruption, sexual exploitation, abuse or harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms their understanding of these recruitment procedures. Please ensure that your attachments do not exceed 25 MB. We do appreciate your interest to work with MJAP. However, we regret that only shortlisted candidates will be contacted within 2 weeks after the submission deadline.
Date Posted: 2024-09-16
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