Business Function: Finance

Reports to: Senior Accountant

Location: Kampala, Uganda

Organizational Profile; one of the longest standing and most successful global insurers in the world with 169 years of providing financial security around the world, with over 24m clients, 23,500 employees and $690bn of assets under management.

Our client is listed on stock exchanges in London, Hong Kong, Singapore and New York.

We provide protection and savings opportunities to our customers, social and economic benefits to the communities in which we operate, jobs and opportunities to our employees and financial benefits for our investors.

By offering security, pooling savings and making investments, we help to drive the cycle of growth.

Our strategy is designed to create sustainable economic value for our customers and our shareholders.

It is focused on a number of long-term opportunities:

• The significant protection gap in Asia;

• The transition of US baby boomers into retirement; and

• The UK ‘savings gap’ and ageing population in need of returns and income.

• We continue to develop our new businesses in new markets in Africa, building on the success of our other regional models, particularly Asia. Currently, we have footprint in 5 countries namely Ghana, Uganda, Kenya, Zambia and most recently Nigeria.

Job Scope: 

The Procurement & Supply Chain Officer is responsible for the purchasing function with regards to processing the purchase transactions for Equipment, materials, general office supplies, capital goods and Services of the right quality in the right quantities at the right price delivered to the right place at the right time.

Facilities Management – the job holder will be responsible for processing facilities payments and tracking the monthly statements for each service provider. Monthly expenditure reports will be expected and cost management against the budget.

Plans and performs work that involves ordering, receiving, inspecting, returning, unloading, shelving, packing, labelling, pricing, delivering, and maintaining a perpetual inventory of forms, office supplies, and various types of equipment.

Principal Accountabilities: Procurement Management 

• Collection of specifications from end-users

• Collection of quotations within 3 to 5 days from date of receipt.

• preparation of inquiries and send to suppliers

• preparation of evaluation summaries and reports

• Raise and send purchase orders to suppliers ( 2 days from date of approval)

• Follow up on orders and ensure timely delivery

• Negotiate for discounts and excellent deals

• Maintaining an accurate record of minutes for all tenders and scanning of records

• Update the weekly tracker for orders, negotiated deals and inventory of items purchased.

• Operationalize the procurement committee

Policy Implementation and compliance

• Ensure all purchases are in line with procurement policy

• Conduct physical verification exercise for suppliers

Contracts and Relationship Management

• Update the contracts database

• Conduct supplier performance reviews monthly

• Credit account opening with key suppliers

Reporting

• Weekly tracker on orders and Purchase requests

• Monthly expenditure reports and cost management against the budget.

• Maintaining up to date trackers on all expenses

Facilities Management and storekeeping

• A process on a monthly basis facilities services for branches and head office

• Reconciliations of amounts due for payments

• Maintaining up to date trackers on all expenses

• Set up a reorder levels for stock

• Inspection of good received, unloaded, shelved and properly stored

• Carry out monthly inventory counts

• Set up a requisition process

Supplier Due Diligence

• Qualify all suppliers using the approved criteria.

• Prepare monthly compliance reports in line with procurement policy

• Sanction screening for all suppliers

Record Keeping

• Ensure record-keeping for the following - Purchase request - Quotations - Purchase orders - Invoicing - Reorder levels

Other duties 

• Perform any other duties as may be assigned Management

Core Competences Required: 

• Degree in Procurement and Supply Chain or equivalent

• Full Member of the Chartered Institute of Procurement and

• Minimum 5-year working experience in a very busy environment

• Excellent IT skills and competent user of Excel, PowerPoint and MS Office suite

• Demonstrable ability to communicate effectively, verbally and in writing, to clearly express logically reasoned ideas.

• Ability to think clearly and assess matters quickly and to solve problems on short notice

• Ability to make/take calculated decisions and to think forward and act accordingly.

• Strong internal consulting skills

• Ability to work with minimal supervision

• Strong organizational and planning skills

• Be a persuasive communicator (both written and verbal) with an ability to operate in and communicate at all levels in the organization

• Strong personal commitment and execution skills

• Understanding of product and distribution specifically to insurance

• A flexible approach to working hours to ensure the objectives of the role are fulfilled

• Strong execution skills to achieve the targets of Prudential Uganda business