JOB DETAILS:
Salary Range:UGX 16,800,000.00 To UGX 24,000,000.00 Annually

Job Summary:
Water For People is an international non-governmental organization (NGO) that works with people and partners to develop innovative and long-lasting solutions to the water, sanitation, and hygiene problems in developing countries. The organization strives to continually improve, experiment with promising new ideas, and leverage resources to multiply its impact.
The Graduate Intern is responsible for facilitating the Procurement process for the country program’s effectiveness and efficiency in coordination with the Finance and Administration officer

Essential Tasks:
Procurement
• Ensure the integrity and transparency of the procurement process and compliance with Water For People Financial Regulations and Rules and relevant internal policies.
• Implement proper procurement planning every year in coordination with relevant Teams to ensure cost-effective solicitation of goods and services;

• Identify and fully understand the details and conditions of the best procurement methods to be used for maximized competitive bidding process through pre-qualification exercise,
• Submit approvals agreements and contracts to the relevant staff.

• Provide clarifications and advice on procurement procedures and practices; respond to queries about the status of delivery raised by the requisitioner and about payment and other matters raised by the suppliers.

• Coordinate and facilitate procurement planning, including preparation of procurement plans. This work includes providing support to the Program staff in the preparation of project procurement plans.

• Prepare inputs to standard bidding documents for project activities.
• Prepare inputs as needed by the project for the recruitment of consultants (firms and individuals), procurement of other services (e.g: training and workshops), and the procurement of goods and small works.

• Procure goods and services following established procedure, ensuring proper implementation of individual procurements at each stage of the process, from advertising to contract award.

• Prepare, evaluate, and collate a shortlist of suppliers based on firm capabilities.
• Monitor procurement through regular updates of the procurement plans.
• Maintain working files and records; prepare correspondence related to procurement activities; seek legal advice where appropriate; prepare procurement reports.

• Prepare contracts for review for the Country Director’s authorization.
• Check suppliers’/consultants’ invoices, delivery notes, and any other relevant documents verify them, and submit them for payment.
• Maintain current market knowledge by evaluating technical data, price and payment terms, visits, and phone/e-mail interviews and contacts.

• Convene and coordinate the procurement committees to review bids and subsequently prepare procurement committee bid evaluation for approval.

• Facilitate negotiations with vendors and prepare negotiation memos for approval.
• Vet and screen selected bidders/vendors before contracts are signed.
Process invoices from vendors:
▪ Follow up with vendors to ensure timely submission of invoices
▪ Ensure timely submission of invoices with support documents to finance
▪ Analyze and reconcile suppliers’ invoices for all ordered and supplied goods and services, ensuring they are adequately supported on a daily basis.
Guidelines
The following written and unwritten guidelines will be applied to performing the duties of the post:
Written
• All Water For People handbooks on administration and others.
• Any established and agreed Country Program procedures.
Unwritten
• Common sense in applying proper business practice and sound purchasing principles.
• Know when to negotiate and how to achieve goals successfully.
• Maintain sound ethical principles, integrity, and transparency of due process.

Competencies:
• Connects to the Mission – Embraces the mission of Water For People and is passionate about advancing the dynamic role it plays leading social impact in international development.
• Demonstrates Ethics and Integrity – Understands ethical behavior and business practices and ensures that own behavior is consistent with these standards and aligns with the values of the organization.
• Manages through Ambiguity – Demonstrates flexibility and adaptability in responding to change and ambiguity.
• Demonstrates Cultural Awareness – Able to engage the wide range of stakeholders from a variety of backgrounds and cultures.
• Action-oriented – Maintains an attitude of open, curious and proactive learning, continually expanding own area of understanding and expertise.
• Connects with Others – Listens and fosters open communication through questioning, dialogue, and information sharing.
• Self-confident – Demonstrates humility, mature confidence and courage to innovate, risk, and lead in own role.

Qualifications, Knowledge & Skills Required:
• Bachelor’s degree in procurement with at least 2 years of experience.
• A first-class degree is an added advantage
• Full and up-to-date computer literacy, especially in all MS and Windows-based applications, including Excel, Word, and other relevant software.
• Full literacy in accessing email systems and navigating on the internet.
• Demonstrated writing, presentation, and reporting skills.
• Self-starter and ability to undertake tasks without intensive supervision.
• Fluency in spoken and written English language.

Employment Conditions:
• Position is based at Water For People’s Uganda office.
• Regular travel to program sites.