Job Title:   Procurement Associate – 10X Program   

Organisation: Outbox Hub

Duty Station:   Kampala, Uganda

About Organisation:

Outbox Hub is an Incubation, collaboration and co-creation space for techies in Uganda. Creating awesome products and businesses on mobile and web

About The 10X Digital Economy Program:

Outbox in collaboration with the Mastercard Foundation is Implementing “10X: Enabling the Growth of MSMEs through Digital Economy” program in Uganda. This transformative initiative aims to enhance the wellbeing and resilience of young people in an inclusive digital economy by providing training in digital skills, increasing access to affordable finance for businesses, and supporting youth-led MSMEs in adopting digital practices. The program targets 250,000 young people, with a special focus on women, refugees, and individuals with disabilities.

Job Summary:   The procurement associate will oversee and extend support to Outbox and its downstream consortium partners on the strategic sourcing of goods and services for their various entities under the 10X initiative. Working closely with the Finance & Admin department, the Procurement Associate will play a vital role in managing project procurements and ensuring that all materials, equipment, and services are procured in a cost-effective, timely, and transparent manner. The procurement associate’s responsibilities include maintaining positive supplier/vendor relations, processing purchase orders, evaluating supply options, and maintaining accurate records. The procurement associate should be able to negotiate well and ensure that all purchases comply with company standards. You will further provide quality assurance for all procurement processes and outcomes, working with the Foundation and consortium partners. The procurement associate reports directly to the Finance Lead.

Key Duties and Responsibilities:

Procurement Process Management

• Assist in the sourcing, evaluation, and selection of vendors.
• Manage the purchase order process from initiation to closure, including order placement, tracking, and confirmation of delivery in accordance with the company’s procurement policies and procedures.

Vendor Relations and Contract Management

• Build and maintain strong relationships with suppliers and vendors.
• Assist in managing vendor contracts, ensuring compliance with terms and timely renewals.
• Track supplier performance, resolve issues, and provide feedback to enhance supplier quality.

Procurement Demand Management

• Collaborate with internal stakeholders (consortium partners, Foundation etc.) to understand their procurement requirements and specifications.
• Set up annual procurement plans and budgets to support the program’s procurement function.

Documentation and Compliance

• Maintain accurate and up-to-date procurement records on the drive, including supplier contracts, invoices, and purchase orders.
• Ensure all procurement activities adhere to the organization’s policies and regulatory requirements.
• Resolve issues and disputes related to procurement, including delivery delays, quality discrepancies, and invoice mismatches.
• Enhance compliance with the company’s procurement policies and procedures by conducting regular training sessions to ensure team adherence and alignment with best practices.
• Assist in internal and external audits by providing required documentation and data.

Financial Oversight

• Assist with budget preparation, forecasting, and expenditure monitoring to optimize procurement costs.
• Prepare cost analyses, track expenses and report on cost-saving initiatives.

Stakeholder Collaboration

• Work closely with cross-functional teams to ensure alignment on procurement needs, quality standards, and delivery timelines.
• Communicate effectively with project teams and departments regarding the status of orders, expected delivery dates, and any changes.

Device Distribution

• You will oversee the end-to-end distribution process of smart devices in the program from the supplier to the entrepreneurs or young people in the program. This will include the strategic design of the process, its implementation, monitoring of assets and the recovery process for payments.

Qualifications, Skills and Experience:

• Bachelors degree in supply chain management, procurement, business administration, or a related field.
• At least 4 years’ experience in procurement, supply chain, or a similar role. Experience working in a consortium setting is an added advantage.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint); experience with procurement software is a plus.
• Excellent negotiation, organizational, and analytical skills.
• Social and Human Skills
• Enthusiasm for entrepreneurship and MSMEs. Experience working with MSMEs or in the digital economy sector is a plus.
• Excellent analytical, problem-solving, and communication skills.
• Strong organizational skills with exceptional attention to detail.
• Ability to multi-task, problem-solve and take complete ownership of work.
• Strong time management skills.
• Strong work ethic and initiative with a very positive attitude.
• Genuine commitment to sustainable development goals.