Reports to: Procurement & Supply Chain Specialist

About US:

The AIDS Support Organization (TASO Uganda), is an organisation contributing to a process of preventing HIV infection, restoring hope and improving the quality of life of persons, families and communities affected by HIV infection and disease.

Job Summary: The Procurement Assistant will ensure seamless execution of the procurement unit tasks, identify sources of supply, documentation management and supplier Invoice processing.

Key Duties and Responsibilities

• Keep track of LPOs issued to suppliers, track delivery timelines and follow up with suppliers.
• Status report on deliveries shared on a weekly basis.
• Verify procurement requests for validity and ensure timely processing and acquisition of corresponding goods/services
• Assist in the opening of tenders and evaluations
• Solicitation of Quotations, formulate Bid/Quotation analysis or procurement reports to guide
• decision making by the Procurement Committee
• Liaison with the user departments on guidance to specifications, budgeting and market intelligence to inform initiation of procurement requests
• Review of user department specifications and terms of service for completeness and plausibility
• Support the user department to assess the suitability of goods and services procured and ensure their conformity to specifications and standards
• Invoice process management. Follow   up   and   track  of   Invoice   receipt  and   supporting documentation from suppliers and  user departments, tracking of Invoices, verification of log sheets, timely submission for payment and weekly report update on status of Invoices processed generated.
• Prepare reports on items for disposal and submit to the procurement committee
• Initiation of LPOs in the Navision Dynamics Module and follow up with the assigned authorizers for approval of the LPOs

Key Outputs

• Accurate tracking of LPOs in the LPO tracker on regular basis
• Expediting purchase orders and tracking delivery timelines
• Track procurement requests and ensuring timely processing
• Filing of procurement documentation to ensure document traceability and safety
• Identify sources of supply, vendor mapping, solicitation of bids/quotations
• Timely verification and processing of supplier Invoices
• Accurate tracking of suppliers Invoices
• Timely initiation of LPOs in the Navision Dynamics system
• Due Diligence assessment on suppliers conducted regularly

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s degree in Procurement and Supply Chain Management or its equivalent is a MUST. Professional membership in Institute of Procurement Professionals of Uganda (IPPU)/Chartered Institute of Procurement and Supply (CIPS) is an added advantage.
• Three years of experience in the management of procurement activities in a fairly large organization, preferably donor-funded.
• Knowledge of laws, policies, and regulations governing procurement and standard practices with specific reference to the PPDA
• Procurement planning and tracking procurement performance
• Procurement operations in a donor funded organization
• Interpersonal skills
• Communication skills
• Negotiation skills
• Computer skills in Microsoft business technologies (Excel, Word, PowerPoint etc.)
• Problem solving skills
• Other Qualities/Attributes: Courtesy, Patience, Respect, Integrity, Confidentiality, Team player and ability to work under pressure and empathy.

All suitably qualified candidates who meet all the above requirements are invited to submit their resume, copies of certified academic certificates, testimonials, and three referees, two of whom should be the present employer immediate supervisor or last employer if unemployed, or any other if it is the first employment being applied for. None of the referees should be a relative, friend, or business associate. All referees’ designations should be stated and contact details included i.e. physical address, telephone/ mobile numbers, and email contacts.

All interested Candidates MUST fully fill out the TASO Online Job Application Form, scan and save all the relevant documents as one document (labelled with the candidate’s full names), and forward only online applications with the relevant credentials to the link below.

Click Here

Note:

• Also, note that only applications received online shall be considered.
• While TASO appreciates all interested applicants, only shortlisted candidates will be contacted for interviews. In case you do not hear from TASO Uganda One (01) month after the closing date, please consider yourself unsuccessful.
• Please note that any form of canvassing will lead to automatic disqualification.