JOB TITLE: PROCUREMENT OFFICER
GRADE: Professional Grade P1
REPORTS TO: Principal Human Resource and Administration Officer
DUTY STATION: EAC-CASSOA Headquarters Entebbe, Uganda
Only candidates from the following Partner States will be eligible for consideration for the above role: Republic of Burundi, Republic of Kenya, Republic of South Sudan, Democratic Republic of Congo and the Federal Republic of Somalia.

PURPOSE OF THE JOB

Manage and coordinate procurement activities of the agency by carrying out procurement of all goods, services and works of the agency and providing technical guidance and support to all committees and staff involved in the procurement and disposal processes.

DUTIES AND RESPONSIBILTIES

Function 1:

Preparing Annual procurement plan for the Agency and ensuring its implementation achieving such results as:

Procurement undertakings realigned to the needs of the Agency.
Allocation of funds to planned activities.
Periodical reports on the status of procurements.
Review of planned procurements.
Facilitation of the business of the Agency.
Function 2:

Facilitating signing of contracts of service and renewal of services achieving such results as:

Clarifications of the role/deliverables of the suppliers/service providers.
Agreements on values of the contracts and payment terms.
Commitment of the Suppliers/Service providers to fulfil the deliverables required.
Commitment of the Agency to honor its payment obligations.
Streamlining of relations between the Agency and the suppliers/service providers.
Delivery of the supplies/services required.
Facilitation of the business of the Agency.

Function 3:

Updating the supplier register and incorporating new suppliers, and carrying out technical assessment of both existing and potential suppliers and service providers achieving such results as:

Constant updates of emerging credible suppliers in the market in order to achieve effective competition and valuer for money for the Agency.
Data of suppliers to be contacted when need arises.
Credibility of the Suppliers to be engaged.
Compliance to Procurement rules.
Function 4:

Reviewing the Agency’s Procurement Manual periodically and recommending revision where necessary achieving such results as:

Compliance with changes in other laws governing procurements.
Enforcement of supply rules and regulations.
Streamlining the Manual to match the new dynamics arising within the Agency and the industry.
Function 5:

Participating in fleet Management, Maintenance of Motor vehicles, prompt fueling of executive and pool motor vehicles and Motor vehicle service operations achieving such results as:

Observance of procurement requirements in the management of transport function.
Technical advice on procurement issues in the management of transport.
Management of fuel supply.
Smooth operation of transport services.

Function 6:

Attending Negotiation meetings, providing Technical Advice and compiling the negotiation reports achieving such results as:

Records of tender/procurement award negotiations.
Getting value for money from the suppliers.
Briefs and guidance to suppliers on the specific needs of the Agency.
Function 7:

Preparing tender documents, drafting advertisements for tenders, expression of Interest, and RFP, participating in evaluations, informing suppliers of outcomes, achieving such results as:

Communication to suppliers to bid for supplies.
Provision of details of what needs to be supplied
Assessment of the suppliers in the market.
Guidance to suppliers on the needs of the Agency.
Choice of competent and reliable suppliers.
Value for the Agency’s money.
Feedback to suppliers on their bids.
Compliance to procurement regulations.
Function 8:

Developing and managing supplier relationships achieving such results as:

Cooperation and support from suppliers.
Mutual trust of the Agency by the suppliers.
Goodwill from suppliers.

Function 9:

Keeping records of all procurements/ maintaining procurement action files for goods, services and works achieving such results as:

Data for monitoring procurement function performance.
Information for reference in case of disputes with suppliers and annual audits.
Data for forecasting and planning the procurement function.
Data for monitoring trend of utilization of consumables and stores.
Data for updating assets register.
Function 10:

Monitoring procurement expenditure in line with the budget achieving achieving such results as:

Directing of funds to the planned activities.
Expenditure within the limits provided in the budget.
Function 11:

Receiving and certifying requisitions from user departments supporting User Departments in preparation of Specifications, Terms of Reference and Evaluation Criteria achieving such results as:

Correct specification of user procurement requirements.
Observance of the procurement procedures.
Identification of choice and competent suppliers.
Smooth process and ease of procurement to the users.

Function 12:

Preparation of Purchase Orders and contracts resulting into achieving such results as:

Compliance to procurement rules.
Documentation of procurements.
Commitment of both the Agency and the Suppliers to the procurement process.
Final Contracts for services/supplies/works for the Agency.
Function 13:

Organizing the Procurement Committee meeting in collaboration with the Chairperson of the Committee and serving as the Secretary of the Committee achieving such results as:

Records/Minutes of the procurement Committee meetings and deliberations.
Holding of Procurement Committee meetings in compliance to the guiding rules.
Award of contracts to suppliers.
Compliance to the procurement plans.
Function 14:

Preparing monthly procurement reports achieving such results as:

Briefs to management on the Agency’s performance on procurement.
Identification of gaps.
Recommendations for corrections of gaps.
Records for reference on procurement matters.

COMPETENCIES

Professionalism: Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations.

Client Orientation: Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; Identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.

Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style, and format to match the audience; demonstrates openness in sharing information and keeping people informed.

Accountability: Takes ownership of all responsibilities and honours commitments; delivers outputs for which one has responsibility within prescribed time, cost and quality standards; operates in compliance with organizational regulations and rules; supports subordinates, provides oversight and takes responsibility for delegated assignments; takes personal responsibility for his/her own shortcomings and those of the work unit, where applicable.

QUALIFICATIONS AND EXPERIENCE

Education Requirements

A Bachelor’s degree preferably in procurement, supply chain management or any other business-related specialty.
A Master’s degree will be an added advantage
Technical Qualifications, Knowledge and Skills

Full membership of a Procurement Body like CIPS, KISM etc.
Completion of professional certification Certified Supply Chain Professional (CSCP), Certified Procurement & Supply Professional (CPSP), Chartered Institute of Procurement & Supply (CIPS) or other similar certification
Experience with an ERP system (preferably Sun System) an added advantage
Strong negotiation skills
Strong analytical skills
High level attention to detail
Excellent contract management skills
Experience

A minimum of Five (5) years’ experience gained in an equivalent or higher position in a Sizeable busy Organization.
Experience working for an International Organization will be an added advantage.