Jobs – Procurement Officer at Plan International

Job Title: Procurement Officer
Founded 75 years ago, Plan International is one of the oldest and largest child centered development organizations in the world. We work in 50 developing countries across Africa, Asia and the Americas to promote child rights and lift millions of children out of poverty.
Plan’s vision is of a world in which all children realize their full potential in societies that respect people’s rights and dignity. Plan is independent, with no religious, political or governmental affiliations.
About USAID NU-HITES Project:
Plan Uganda was awarded a 5-year Cooperative Agreement under the Northern Uganda-Health Integration to Enhance Services (NU-HITES) project to provide technical assistance and capacity building support for Northern Uganda in Malaria, AIDS and Tuberculosis, integrate additional support in Maternal, Neonatal and Child Health (MNCH), Family Planning (FP) and nutrition; while prioritizing the strengthening of district-level health facilities. This project commenced in August 2012. In the course of Year two (2), the project secured additional funding from DFID to improve technical support to malaria activities and from the US Government together with other donors to strengthen referral networks maternal neonatal child activities in six districts in the region.
Key Duties and Responsibilities: 
1. Implement the Plan Uganda Procurement system and processes at NU-HITES in conformity with established policies and procedures:
  • Review request for goods/supplies/services forms submitted by requesters for accuracy, completeness and approvals before executing the procurement process.
  • Assist requesters come up with proper specifications of goods and service, to ensure correct procurement
  • Prepare request for bids document (Plan standard), contracts, local purchase orders, canvass sheets, evaluation reports that will ensure value for money.
  • Actively coordinate receipt of bids, opening & evaluation thereof and award procedures per the guidelines.
  • Write orders in line with responsibility and authority limits as well as drafting related correspondences
  • Work with supervisors and internal customers in making final determination of supply source, price, and delivery schedule, in conjunction with the Procurement Committee and other authorities as appropriate.
  • Cultivate and maintain professional relationships with all vendors, both current and potential and regularly meet with vendor representatives as appropriate. Negotiate with vendors, within authority limits.
  • Identify a sufficiently wide range of sources of goods and services to provide adequate and comparable competitive and overtime ensure approved vendor list is developed based on Plan Uganda pre-qualification selection process
  • Advise and train users on procurement related matters.
  • Follow up on audit issues raised in the procurement subject area and in conjunction with supervisor, take appropriate action to ensure the issues are resolve whilst putting in place corrective action to ensure non-recurrence.
  • Regularly audit files to ensure goods and services ordered have been received and paid for.
  • Maintain updated procurement files; including but not limited to vendor contract files, vendor framework agreement files etc. Timely report vendor performance issues to management and follow through on actions.
  • Prepare and distribute weekly and quarterly procurement progress report
  • Prepare prompt request for payment to vendors according to the approved purchase order/agreement; ensure punctual delivery of goods and services by the vendor; proper receipt and clearance of any materials, supplies, or equipment; and the negotiation of any returns or adjustments which may become necessary.
  • Responsible for the preparation of procurement plans and effective implementation
  • Timely delivery of goods/supplies, services and works
  • Ensure a well-maintained and updated supplier data base
  • Manage key relationships and minimize or eliminate procurement related risks
  • Responsible for the accuracy and proper keeping of records as well as reporting
  • Cost control and Value for money procurement 
Qualifications, Skills and Experience: 
  • The applicant should preferably hold a University Degree in business administration, social science/Arts, procurement or another related field.
  • Post graduate training in procurement management
  • Professional CIPS qualification is an added advantage
  • At least four years’ experience in a relevant field
  • Prior experience in preparation of solicitation documents for supplies, services and works.
  • Practical experience in evaluations of supplies, services and works
  • Past experience in managing construction projects, renovations, and water and sanitation.
  • Computer literacy skills i.e. Microsoft office applications i.e. excel, word, access and power point
  • Prior experience in community led projects adds an advantage
  • Prior management and supervisory experience
How to apply for the job:
All suitably qualified candidates should send their letters of application, together with detailed and updated CVs, contact telephone numbers, copies of relevant certificates, names and contact details of three references plus salary history to: The Country Human Resources Manager, Plan Uganda.
Plan is an equal opportunity employer and qualified female candidates are encouraged to apply.
NB: Only soft copies of application will be considered and please indicate the position in the Subject line. Only Short-listed candidates will be contacted.
As a child centered development organization, Plan strives to ensure that children are kept safe in all the areas we operate. The organization further has a child protection policy that every staff is required to sign. Potential candidates will be required to provide information confirming whether or not they have ever been convicted of any child abuse crimes.
Deadline: 16th June, 2014
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