John Snow, Inc. ( JSI )

Procurement and Logistics Officer job Post

Location: Jobs in Uganda 2024 - 2025

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 25 October 2024

Hiring Organization: John Snow, Inc. ( JSI )

Job Details:

World Education, a division of JSI Research & Training Institute, Inc. (JSI/WE) is dedicated to improving people’s lives around the world through greater health, education and socioeconomic equity for individuals and communities, and to providing an environment where people of passion can pursue this cause.
JSI/WE is seeking a Procurement and Logistics Officer for a five-year USAID funded Targeting the Learning Crisis Activity in Uganda, which aims to create sustained, measurable improvements in development outcomes in Basic Education through Targeted Instruction for foundational skills, a learner-centric pedagogy that reorganizes math and reading instruction based on children’s actual learning levels, rather than on the prescribed grade-level syllabus. The Activity seeks to implement cost-effective, sustainable, and impactful programming, centered around Targeted Instruction pedagogy for P3-P5, Targeted Instruction and other evidence-based approaches for P1-P2, and evidence-based early childhood education for pre-primary years, in order to significantly improve math and reading learning outcomes for Ugandan primary students.

RESPONSIBILITIES
The Procurement and Logistics Officer is a full-time position based in Kampala, Uganda. S/he will be responsible for providing comprehensive procurement support to JSI/WE TLC project. This position will be responsible to adhering to all relevant JSI/WE and US government policies and regulations while maintaining smooth and efficient procurement activities for the office. S/he will be responsible for the RFP/RFQ process, including drafting the RFP/RFQ and scope of work, leading evaluations, overseeing bidder selection, supporting technical and cost analysis, leading negotiations, and drafting and executing purchase orders/contracts. S/he will report to the Director of Finance & Operations (DFO).

Key Result Areas
• Logistics and procurement of supplies, equipment, and services to support project implementation are processed in compliance with USAID rules and regulations and with JSI/WE policies.
• Transparency and process integrity are respected.
• Procurement processes are followed from start to finish for all procured items and supporting documentation such as RFPs, RFQs, bid evaluations, purchase orders, invoices, quality assurance documentation, and proof of delivery are audit-ready at all times.

SPECIFIC DUTIES AND RESPONSIBILITIES:
• Establish preferred vendor contracts with hotels, meeting venues, and other relevant service providers through a formal procurement process, review and re-establish contracts annually;
• Manage and monitor TLC Project procurement processes, and coordinate day-to-day procurement functions:
• Receive and verify /clarify items specifications or terms of reference from users’ departments;
• Conduct market analysis,
• Prepare and release requests for quotations (RFQs) in coordination with user’s departments and following USAID and JSI/WE policies and procedures;
• Arrange and facilitate site visits or bidders’ workshops as needed;
• Respond to written queries or requests for clarifications;
• Facilitate procurement committees;
• Evaluate quotations/bids received and prepare evaluation documentation for procurement files, including recommendations of vendors to staff and/or the DFO;
• Prepare evaluation reports;
• Prepare all vendor contract documents such as Local Purchase Orders (LPOs);
• Consolidate all department requirements for goods and services, and work with the DFO to prepare an annual Procurement Plan;
• Prepare monthly and quarterly procurement progress reports for the DFO and the management team;
• Ensure consistent implementation of all JSI/WE operational policies/standards, as well as donor rules and regulations;
• Act as a resource person to all project staff for procurement-related inquiries;
• Update vendor lists for common procurements (preferred vendors, etc.) and streamline vendor-preferred procurements, as applicable;
• Work with DFO to update standard operating procedures as necessary; identify any policy changes and discuss with US Office team;
• Ensure all project procurement files are up to date and audit-ready at all times;
• Provide updates to the Senior Management team on the execution of the procurement plan, compliance with procurement policies and procedures, and updates on procurement compliance checks;
• Process customs clearance for project goods imported into the country;
• Receive all expendable and non-expendable equipment, ensure that they are engraved and that the 13. Inventory Log is complete and up to date. Ensure correct and timely distribution of assets, and provide support to the DFO on annual inventory reconciliations, as well as monthly updates;
• Process all tax exemptions (e.g. VAT & Custom Duties) with relevant authorities;
• Work closely with the accounting department to ensure timely payments to vendors. As necessary escalate any issues that arise to the DFO;
• Perform any other duties as assigned by the supervisor.

QUALIFICATIONS
• Minimum of a bachelor’s degree in procurement, logistics, or related field.
• Minimum of five (5) years of practical procurement experience and knowledge of Uganda tax authority.
• Demonstrated knowledge of USAID rules and regulations and/or other donors.
• Experience working with an international NGO and USAID funding is strongly preferred.
• Experience procuring construction services, education materials and supplies desired.
• Experience working with large technical and operational teams of international projects.
• Dynamic team player.
• Demonstrated ability to professionally correspond with suppliers and draft RFPs, RFQs.
• Ability to multitask and manage competing priorities.
• Proven ability to maintain confidentiality for all procurement matters.
• JSI/WE is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, gender identity, sexual orientation, sexual preference, genetic information, political affiliation, or protected veteran status in any employment decisions. M/F/V/D.
• Strong communication and interpersonal skills.
• Fluency in English, written and oral communication skills.
• Extensive knowledge of Microsoft Excel, Microsoft Word, PowerPoint and Access.