Job Title:  Procurement Officer 

Organisation: CURE Children’s Hospital of Uganda

Duty Station:  Mbale, Uganda

Reports to: Procurement and Inventory Supervisor

About Organisation:

CURE Children’s Hospital of Uganda is a specialized children’s neurosurgery hospital in Uganda. It is a private hospital, owned and operated by CURE International. The hospital is also a teaching center in pediatric neurosurgery for Sub-Saharan Africa.

Job Summary:   To ensure the efficient sourcing of supplies and administration of procurement relating to medicines, medical supplies, office equipment, food supplies and general goods and services for the hospital.

Key Duties and Responsibilities:

Inventory Management

• Ensure inventory transactions comply with financial policies and procedures
• Provide and recommend information on donations by the hospital
• Receive donations to the hospital in the system and issue them out appropriately.
• Perform the day-to-day processing of purchasing transactions. I.e. prepare local purchase orders for all departments and checking goods delivered as per the LPO.
• Maintains the required stock levels, to avoid stock outs by coordinating with the end users and the stores team.
• Ensure regular internal stock taking (Monthly Cycle counts) jointly with the stores team
• Ensure Supply requisitions are evaluated and verified daily before submitting to the approves.
• Ensure supplies are acquired timely and are available at all times.
• Participates in clearing of supplies sent to the Hospital from abroad
• Evaluates and verifies all documentation related to procurement such as supply requisitions and ensures that supplies are acquired in a timely manner.
• Maintains an approved list of both local and foreign product suppliers and service providers in liaison with the Procurement and Inventory Supervisor.
• Maintains a current knowledge of market forces of products used by the hospital such as hazards, change in storage systems, sustainability, availability, importing procedures, etc.
• Prepares international order supplies as need arises in liaison with the Procurement and Inventory Supervisor
• Assists the Procurement and Inventory Supervisor in selecting and recommending inventory/equipment from the donation container list within a month when a container list is received.
• Establish the value and status of all received, verified items, and updates maintained in the system.
• Maintain a functional Odoo procurement system for easy tracking, storage and retrieval of procurement data
• Ensure there is sufficient recommended supplies in the hospital at all times in collaboration with the Inventory Assistant and the Procurement and Inventory Supervisor.
• Verifies all supplies received by the hospital and maintain an updated document and recording system.
• Reconciling Odoo quantities to the physical stock.
• Inventory coded in the system up to date all inventory.
• Maintain up to date and accurate stock records.
• Generation of monthly reports on commonly used items; changes in consumption levels, prices and availability.
• Posting of invoices to the accounting system on a daily basis.
• Generating Aps daily.
• Prepare for and facilitate annual audit
• Maintain at all times standard procurement records for audit.
• Participates in the mid-year by Jan and end of financial year stock taking by June 30.
• Provide relevant procurement information for auditors, as requested.
• Punctuality and Attendance
• Report to work as scheduled.
• Report to work on time as per schedule.

Participation in Meetings

• Attend and participate in department meetings as scheduled
• Attend and participate in general co-workers’ meetings as scheduled.

Occupational Health & Safety function

• Following & complying with H&S policies, processes & applying them to your own work activities, including using/wearing Personal Protective Equipment as required.
• Participating in activities directed at preventing harm & promoting well-being in the workplace Identifying, reporting & self-managing hazards where appropriate.

Professional development function

• Identification of short-term training that can help you perform your role better and maintains professional records that provide evidence of activities completed.
• Works with one’s supervisor to guide in mentorship and coaching for continual professional growth.
• Other duties as assigned

Please note this position description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the co-worker for this position. Duties, responsibilities and activities may change at any time with or without notice. Co-worker must perform other tasks, duties, and projects as assigned, as a member of the Human Resources team.

• Completed Degree in Procurement, Business Administration, or any other related field. Completed Diploma considered. CIPS qualification an added advantage.
• Computer knowledge in accounting packages and ERP packages, Ms Office, e-mail and internet
• Competent in computerized bookkeeping including Odoo 10, Odoo 16.
• Competent in tax system (Customs and Domestic tax laws) etc.
• Competent in general office skills in a small organization
• Competent in keyboarding and internet applications
• Good teamwork, negotiating and people management skills.
• Good oral and written communication skills
• High level planning and organizational skills including efficient and effective time management and the ability to prioritize tasks.
• Three years’ experience in Procurement and general office work
• Three years’ experience in use of computer programs specified above
• Experience in Medical Inventory, Procurement and accounts systems
• Experience and/or knowledge of the operations of NGOs.
• Experience in contract management and administration