Job Title:   Procurement Officer   

Organisation: WaterAid

Duty Station:  Kampala, Uganda

Reports to: Director of Finance

About Organisation:

WaterAid is an international non-governmental organisation, focused on water, sanitation and hygiene. WaterAid’s vision is of a world where everyone has access to safe water and sanitation. WaterAid transforms lives by improving access to safe water, hygiene and sanitation in the world’s poorest communities.

Job Summary:  The Procurement Officer will be responsible for managing the full procurement cycle, including planning, sourcing, contracting, and vendor management. This role ensures compliance with procurement policies, donor regulations, and organizational objectives while securing cost-effective solutions for the organization. The Procurement Officer will also maintain strong vendor relationships and oversee market research to ensure value for money in all procurement processes.

Key Duties and Responsibilities:

Procurement Planning and Execution

• Lead and coordinate the procurement planning process, ensuring alignment with project and organizational needs.
• Plan and forecast procurement needs, ensuring that adequate resources are available when required and in line with project schedules.
• Oversee the entire procurement process, including sourcing, contracting, and ensuring all purchases meet organizational and donor requirements.
• Ensure timely and cost-effective acquisition of goods and services necessary for project implementation.
• Prepares, implements and coordinates annual procurement schedules which agree with the cash flow projections for each department, unit or project
• Calls for procurement committee meetings to update on procurements, distribute procurement committee minutes and follow up on actions.
• Coordinates the receipt, opening and evaluation, of quotations, tenders, proposals for goods, services or works and prepares local purchase orders for the pre-qualified suppliers/vendors based on properly approved requests.
• Secretary to the Procurement committee and ensures proper documentation is prepared and filed and goods are delivered.
• Collaborate with programs and 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
• Drive procurement efficiency through forward planning and putting Framework Agreements (FWAs) in place
• Manage the sourcing for bids, preparation of summary bid analysis, negotiation, and issuance of purchase orders
• Actively contributes towards ensuring value for money in all procurement processes and procedures
• Participates in the prequalification exercise for service providers both at country office.
• Custodian of procurement policy and other related guidelines and ensures they are accessible to all staff.
• Supports to educate suppliers on WaterAid procurement procedures.
• Act as the main contact for supplier’s inquiries, communication and feedback
• Ensure budget holders provide quarterly and annual procurement plans and initiate procurement plan discussions with budget holder.
• Support the prequalification of suppliers and ensure suppliers engaged are from the prequalified supplier list.
• Review and feedback on procurement analysis reports quarterly with budget holders to identify issues and find solutions.
• Compliance and Regulatory Adherence
• Ensure all procurement activities comply with internal procurement policies, donor regulations, and applicable laws.
• Review and validate procurement documents, ensuring adherence to transparency, accountability, and fairness principles.
• Provide guidance to staff and partners on procurement processes to minimize compliance risks.
• Ensure that all procurement activities comply with local laws, regulations, and company policies.
• Maintain up-to-date knowledge of procurement best practices, industry standards, and any changes in relevant regulations that may impact procurement.
• Assist with audits of procurement processes, ensuring transparency, efficiency, and accountability in all procurement activities.
• Manage procurement documentation and contracts to ensure compliance with company policies and relevant legal requirements.

Vendor and Supplier Management

• Develop and maintain a database of qualified vendors and suppliers.
• Build and manage relationships with vendors to ensure reliable and cost-effective procurement practices.
• Negotiate contracts and manage vendor performance to achieve favorable terms and high-quality deliverables.
• Conduct periodic supplier evaluations to ensure compliance with contractual terms, quality standards, and delivery timelines.
• Manage vendor contracts, ensuring that agreements are adhered to and that any issues are promptly addressed.
• Supports the evaluation of bids.

Market Research

• Conduct regular market research to ensure competitive pricing and value for money.
• Monitor procurement trends and market conditions to optimize purchasing decisions.
• Supports with carrying out price surveys and maintains records of competitive prices for efficient procurement of goods and services.

Cost Control & Budget Management:

• Prepare cost estimates and budgets for procurement activities, ensuring adherence to financial constraints.
• Work within project budgets to source materials and services at competitive prices without compromising on quality or timeliness.
• Track expenditures related to procurement, and prepare regular reports on procurement costs, savings, and variances for management review
• Liaises with Finance unit to ensure availability of funds on respective cost centers and timely payments

Documentation and Reporting

• Maintain complete and accurate records of procurement activities, contracts, and vendor communications.
• Prepare regular procurement reports for internal and donor review, providing insights into procurement trends, challenges, and successes.
• Support audits and reviews of procurement activities, implementing corrective actions as necessary.
• Custodian to procurement records and files safely for reference during audit trail and history about the suppliers

Purchase Order & Contract Management:

• Review and negotiate contracts with suppliers and service providers, ensuring that they meet requirements and are cost-effective.
• Track and monitor procurement contracts to ensure timely delivery and compliance with agreed terms.
• Provides procurement support for organization activities including staff & visitor travels as required.
• Prepares suppliers’ contract and local purchase orders and submits them for approval.
• Support follows up to ensure contracted suppliers are paid for the services/goods offered to WaterAid

Sustainability & Risk Management:

• Assist in the identification and procurement of sustainable materials and services that align with our commitment to environmental responsibility.
• Assess and manage procurement risks, including supply chain disruptions, price volatility, and quality concerns, to minimize the impact on operations and projects.
• Ensure that all purchased goods meet environmental standards and regulations, and that suppliers adhere to ethical practices.

Other duties

• Other duties as may be assigned from time to time.

• Bachelor’s degree  in  Procurement,  Business  Administration,  Supply  Chain Management, or a related field.

Professional Experience

• At least 6 years of experience in procurement, with a strong background in the NGO sector.
• Proven track record in managing the procurement lifecycle from planning through to execution, including vendor management and contract negotiations
• Familiarity with donor procurement guidelines and regulations is highly desirable.,
• Computer literate: MS Word, Excel, PowerPoint, and any Fixed assets management database.
• Planning, Organising, analysis and Reporting skills
• Detail-oriented and organized, with the ability to track and manage complex procurement processes.
• High level of integrity and professionalism in managing supplier relationships and handling procurement transactions.
• Proactive, with the ability to anticipate and address procurement challenges before they affect project timelines or budgets.
• Team player, able to work collaboratively with construction, sales, and maintenance teams.
• Strong decision-making skills, with a focus on optimizing costs without compromising quality
• Strong relationship building. Building and managing relationships with key stakeholders
• Commitment to WAU’s Values and working style that exhibits our leadership behaviours.
• Planning, Organising, analysis and Reporting skills
• Good skills in public speaking, documentation and information management.
• Key competences and Skills (expertise, behavioral competencies)
• Strong knowledge of procurement regulations, processes, and best practices.
• Excellent negotiation, communication, and interpersonal skills.
• Detail-oriented with strong organizational and time-management skills.
• Ability to work effectively in a team-oriented and deadline-driven environment.
• Ability to work independently, and under pressure, Strong reasoning, decision-making, and sound judgment.
• Have a very high level of personal, professional integrity and trustworthiness, and character, especially in the stewardship of resources, transparency and accountability
• Proven track record of achieving results
• Have a passion for WAU mission and a strong desire to impact for non-profit organization,
• Be an innovative and creative thinker;
• Have strong work ethics and require minimal direction, work well independently as well as part of a team, thrive in a fast-paced and fun environment, good communication, coordination, collaboration and influencing.
• Capable of working under pressure in a fast-paced environment.
• Flexible and adaptable approach to shifting patterns and hours of work, ability to work flexible hours from time to time.
• A ‘can-do’ attitude and resilient character with the ability to manage expectations
• Flexibility and independence to work in a changing environment

If you are interested in the position above and have the right skills and attributes, please access the link attached to the position for more details on the job application pack (Job Description and job application form).

Send together with a cover letter to waurecruitments@wateraid.org in the subject line