Job Title:  Procurement and Logistics Specialist

Organisation: Iowa State University-Uganda Program (ISU-UP)

Duty Station: Kamuli, Uganda

About Organisation:

Iowa State University-Uganda Program (ISU-UP) is an International NGO and affiliate of Iowa State University Center for Sustainable Rural Livelihoods (CSRL) that is currently operating in Kamuli and Masindi district.

Program Summary:

Since 2003, the CSRL in the College of Agriculture and Life Sciences at Iowa State University has worked side-by-side with Kamuli District residents to discover and implement sustainable solutions to meet the community’s most urgent needs. Starting with farmer training, the center has evolved into programming that touches every stage of the life cycle.

The program intends to strengthen its effective procurement and logistics management to ensure that programs are implemented efficiently and effectively. By recruiting a qualified Procurement and Logistics Specialist, our organization can enhance its capacity to manage procurement and logistics processes, reduce costs, and improve program outcomes.

Job Summary:   A Procurement and Logistics Specialist is responsible for managing the procurement process, logistics, and supply chain activities to ensure timely, cost-effective, and high-quality delivery of goods and services. This position will encompass two critical functions as follows.

• • Procurement – Sourcing, purchasing, and managing goods, works, and services.
  • Logistics & Supply Chain Management – Coordinating transportation, warehousing, and inventory management. Managing the flow of goods, works, services, and information from raw materials to end clients.
  • In summary, the procurement and logistics specialist will support the organization to accomplish the following critical roles:
  • Develop Procurement Plans: Create and implement procurement plans to meet program needs.
  • Conduct Market Research: Research and identify qualified suppliers and prices of items.
  • Manage Supplier Relationships: Build and maintain relationships with suppliers.
  • Coordinate Logistics: Arrange transportation, warehousing, and inventory management.
  • Monitor Supply Chain: Track and analyze supply chain activities to identify areas for improvement.
  • Inventory Management: Manage inventory levels, track stock movements, and optimize inventory turnover.
  • Sourcing and pre-qualifying bidders and obtaining needed tax documentation for the Finance team.
  • Managing all procurements for the organization, including in the area of construction.
  • Compliance: Ensure compliance with company policies, laws, and regulations related to procurement and logistics.

Key Duties and Responsibilities:

Procurement

• Collaborate with various projects and functional departments to identify procurement needs and develop procurement plans to ensure that the right goods and services are acquired at the right time, in the right quantity, and at the right price.
• Coordinate the periodic review and update of the procurement plans to ensure that all needs are identified and that the plans are kept alive.
• Monitoring the implementation of procurement plans.
• Review product specifications or scope of work, terms of reference for services to ensure that specifications are clear, objective, and complete.
• Drive procurement efficiency through forward planning.
• Manage the entire procurement cycle including but not limited to sourcing for bids, preparation of summary bid analysis, negotiation, and issuance of purchase orders.
• Take the lead in bidding and tender processes, preparation, and issuance of Expressing Interest (EOI), Request of Quotation (RFQ), Invitation to Bid (ITB), Request for Proposal (RFP) or other tender documents as required.
• Ensure that order schedules and delivery lead times are met and in line with agreed terms and conditions.
• Monitor contract management by user departments to ensure implementation of contracts in accordance with terms and conditions of the contract.
• Periodically analyse industry trends and evolving technology to proactively identify supply- based issues, minimize risks, ensure continuity of supply, and identify emerging vendors in the markets across the region.
• Maintain accurate procurement records and ensure that all procurement documentation is up- to-date and properly filed.

Logistics and supply chain management

• Responsible for office inventory including all receipt and issuance. Assure accuracy of all documentation.
• Provide the needed logistics support to program activities ensuring they are seamless.
• Coordinate training, supervision, and monitoring plan to ensure that logistics policies and procedures are adhere to.
• Support assessments and creation of implementation plans for needs and assure appropriate use of logistics resources for all activities.
• Arrange accommodations for workshops, meetings and trainings,
• Timely manage and update all logistics reports and information as required by the organization.
• Ensure efficient inventory management systems are in place and ensure that all procured items are accounted for, and quality/quantity controlled in stock reports and asset inventory management systems.

Any other duties assigned

• Perform any other duties assigned to by management.
• Control Procedures to be undertaken.
• Ensuring that there are authorization and approval controls
• Ensuring that requisition notes for purchases are authorized.
• Authorizing limits to be established for officers.
• Major items to be authorized by the Board of Directors or the Board Chair.
• Ensuring that orders are recorded on official documents.
• Ensuring that copy orders are retained for follow-up.
• Ensuring that all items are inspected for quality and quantity specifications
• Checking invoices against orders and goods returned notes.
• Check invoice calculations.
• Reconciliation of individual supplier accounts with control accounts.
• Ensure that procurement plans align with organizational goals and strategic objectives.
• Ensure that suppliers are selected based on objective criteria and contracts are negotiated fairly and transparently.
• Ensuring that contracts include clear terms and conditions and payment schedules.
• Ensuring that payments to suppliers are made promptly and accurately and that all required documentation is in place.

Qualifications, Skills and Experience:

• Bachelor’s Degree in business-related courses and/or procurement.
• Minimum of five years of relevant experience in procurement and logistics activities.
• Knowledge of Procurement Regulations: Familiarity with national and international procurement regulations.
• Strong understanding of procurement controls, including the importance of separation of duties.
• Analytical and Negotiation Skills: Strong analytical and negotiation skills.
• Strong capability in common business software tools such as Microsoft Excel.

Expectations.

• Procurement Plans: Develop and implement procurement plans to meet program needs.
• Supplier Database: Establish and maintain a database of qualified suppliers.
• Logistics Management: Ensure timely and cost-effective delivery of goods, works, and services.
• Supply Chain Reports: Prepare and submit reports on supply chain activities.

Interested candidates should send applications with the subject as “Procurement and Logistics Specialist” to mukibeckita@gmail.com and copies to rewhite@iastate.edu and gnadiope@iastate.edu.