JOB DETAILS:
Job Summary:
Under the guidance of the Procurement Officer the Procurement Assistant is responsible for undertaking procurement activities and ensuring that procedures are in line with the LWF procurement manual and in relation to the established LWF Uganda procedures and guidelines.

Main Duties & Responsibilities:
• Undertake procurement activities and ensure timely delivery, in line with the LWF Procurement Manual, and Procurement Procedure

• Prepare all necessary documentation for procurement of goods and services in accordance with the Procurement Manual

• Prepare and review purchase orders (LPOs) and contracts, preparation of recurrent purchase orders for contracting of services
• Establish supplier data base that will promote rapid response. Prepare and update vendors profiles

• Ensure proper filling of all procurement documents in accordance with LWF procurement guidelines
• In consultation with suppliers/vendors, he/she coordinates the delivery processes to ensure that the distribution plan is adhered to
• Compiling of the required information for any proposed purchase. These include preparation and dispatch of requests for quotations/proposals, LPOs, contracts, and any other document required
• Draft correspondences related to procurement including letters to suppliers and follow up with them to ensure timely and safe delivery of goods and services
• Assist in soliciting quotations from different suppliers as identified by the procurement committee and ensure that timely payments are made to suppliers
• Ensure that cash advances for procurement are accounted for in an appropriate and timely manner;
• Make appropriate and timely arrangements for delivery of project materials in conjunction with the Stores Department
• Prepare monthly procurement status reports of supply requisitions and purchase orders completed, in-process and pending
• Maintain files of correspondence, reports and supporting documentation relating to procurement as evidence of compliance with the procurement procedures
• Keep track of all project/programme budgets and ensure that project/programme activities are within assigned budgets;
• Compile Invoices/documents for submission to the finance department for payment
• Liaises with the Finance to ensure correct coding of supply requisitions
• Undertake other related duties as may reasonably be assigned by the Supervisor

Education, Qualifications & Experience Required
• University degree in Procurement and Logistics, Bachelor of Business Administration, or any other related degree
• At least 2 years of professional experience in Procurement with a reputable organisation
• Strong oral and written communication and interpersonal skills.
• Good Computer skills in MS Excel, MS Word, MS Access and PowerPoint.
• Ability to work independently with minimum supervision in a tight deadline driven environment.
• Ability to negotiate with vendors in a transparent manner
• Special Skills, Aptitude or Personality Requirements
• Problem Solving and Decision-Making skills
• Good interpersonal skills and excellent negotiation skills
• Excellent English Language (both written and spoken)
• Good team player with good communication skills
• Commitment to excellence and high-quality results.