Procurement and Logistics Specialist

  • Elizabeth Glaser Pediatric AIDS Foundation (EGPAF)
  • Mbarara, Uganda
  • 05/10/2020
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Job Description

JOB TITLE:                                        Procurement and Logistics Specialist

DEPARTMENT:                                  Operations

LOCATION:                                        Mbarara

Reporting Relation:

The Procurement and Logistics Specialist will be reporting to the Associate Director of Operations

Job Summary:

EGPAF-Uganda is seeking to recruit a Procurement and logistics specialist who will be responsible for the day to day procurement and logistics processes of the foundation.  The specialist will ensure that goods and services are competitively procured and in compliance with the donor(s), EGPAF and statutory regulations. The specialist will at all times seek maximum value for money for EGPAF and ensure that goods and services are procured in time and deliveries made according to agreed terms and conditions. He/she will be responsible for maintenance of accurate, up to date and complete records in required formats for all procurement transactions. In addition, the specialist will be responsible for ensuring that all invoices are properly supported and reviewed before submitting to finance for payment consideration. Further, this position will ensure that accurate procurement reports are prepared to support management decision making processes.

Key Duties and Responsibilities

  • Carry out procurement processes in time and in line with EGPAF’s laid down policies, donor (s) regulations and applicable statutory provisions.
  • Ensure that formal invitations for bids and requests for quotations, including required special terms and conditions, performance, and technical criteria are well prepared.
  • Organize, moderate, and document procurement committee deliberations.
  • Track orders and confirm system lead times, delivery dates, and costs.
  • Ensure that the procurement processes are executed through EGPAF’s approved online system.
  • Prepare weekly management procurement and logistics reports and any other ad hoc reports as may be required from time to time by the management.
  • Ensure that all the vendors that EGPAF does business with are properly registered and are subjected to proper due diligence processes including Bridger/watchlist checks.
  • Identify opportunities and implement actions aimed at achieving efficiencies in procurement and logistics processes.
  • Advise/update the senior leadership and the procurement review committee on emerging procurement and logistics issues.
  • Ensure that invoices are properly supported before payment consideration
  • Facilitate good mutual business relationships with suppliers/vendors.
  • Maintain up to date procurement documents filing system.
  • Support the preparation of annual and ad hoc procurement plans processes.
  • Conduct procurement compliance sensitization sessions with staff.
  • Perform any other relevant tasks that may be assigned from time to time by the supervisor

Required Skills, Knowledge, abilities and experience

  • Bachelor’s degree in Procurement and logistics management with a minimum of 5years’ hands on progressive experience in procurement and logistics preferable with an international NGO
  • Ability to work with limited supervision.
  • Mandatory Relevant professional membership.
  • Excellent written and verbal communication skills
  • Hands on experience with ERP systems or any relevant procurement business solutions systems.
  • IT savvy with Proficiency in Ms Office applications especially word and excel.
  • Familiarity with USAID Rules and Regulations and Uganda procurement laws.
  • Strong attention to detail, sound technical and analytical skills.
  • Ability to take sound meeting minutes
  • High standards of integrity.
  • Good time management skills and the ability to prioritize.
  • Ability to take self-initiatives and solve problems.
  • Ability to handle multiple and conflicting priorities, and work under strict deadlines.

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