Procurement Assistant – Uganda (National)

Position Title: Procurement Assistant

Reports To: Procurement Officer

Supervises: None

Division : Church World Service – Africa

Department: Procurement, Administration

Team: Country Office/Uganda

Job Location: Kampala, Uganda

Grade Level: Grade 3, Assistant, National

Introduction:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

This position is responsible for the provision of accurate and timely support in administration of the procurement process, in compliance with the Procurement and Purchasing Manual. S/he will always follow the Church World Services procurement process maintaining compliance with donor procurement standards. The position holder will be responsible for maintaining accurate records for the department.

Key relationships

Internal to CWS

• Procurement Officer
• Procurement Manager
• Senior management team
• Uganda programs team
• Uganda operations team

External

• CWS vendors and service providers

Working Environment

• Primarily in-office.
• Periodic travel to the field as may be required.

Core Job Responsibilities

Administration (40%):

• Assist in contract modifications to ensure the continued integrity of the contract terms and deliverables.
• Assist in drafting contracts, LPOs, modifications, work/task orders, and other contractual documents.
• Participate in annual procurement planning with the program team.
• Manage the procurement e-mail account, which includes organizing the inbox and creating folders for each procurement and maintaining anonymity.
• Guide staff on the appropriate procurement process based on expected monetary and authorization thresholds.
• Follow up with suppliers, as needed, to confirm or change orders.
• Advise staff on the timing and timeliness of the procurement process to ensure goods/services are procured as quickly as possible.
• Track orders and ensure timely delivery.
• Track procurements through the process using a tracking sheet.
• Liaise with warehouse staff to ensure all products arrive on time and in good condition.

Compliance (25%)

• Follow the Church World Services procurement process maintaining compliance with donor procurement standards.
• Follow appropriate protocol for reporting suspected internal controls violations.

Data management (30%):

• Ensure proper recording and custody of all procurement documents.
• Ensure that information related to individual procurements is consistent, accurate, synchronized, and adequately documented.
• Maintain updated records of invoices and contracts
• Keep the procurement tracker updated and timely.
• Assist in conducting market research to identify pricing trends

Qualifications:

Experience:

• Three (3) years of paid relevant work experience required.
• Relevant experience with US funded organizations is preferred.

Skills:

• Knowledge of procurement ERP software e.g. Sylogist.
• Good computer knowledge (MS Outlook, MS Excel).
• Strong documentation and report-generation skills with the ability to understand, process and document information for a variety of audiences.
• Excellent organizational and time management skills.
• Strong English communication skills, both oral and written.

Education & Certifications:

• Diploma in Procurement or related field required.

Abilities:

• Ability to work with large and diverse workload under pressure with competing priorities.
• Maintain the integrity of official records.
• Maintain a high-performance standard with attention to detail;

Important Requirements:

• Strong English communication skills, both written and oral.
• Ability to work in a multi-cultural environment required.
• Commitment to diversity, equity, and inclusion and willingness to support CWS’ Platform on Racial Justice as a CWS employee required.

Special Requirements:

• COVID Vaccination is strongly recommended for all successful candidates
• The candidate should be of good health, willing and able to travel extensively in often difficult conditions and have a high degree of flexibility. Must have proof of Yellow Fever vaccination before traveling for RSC Africa
• This position is based in (Kyaka, Uganda)
• This position requires use of laptops at all time, competence in Microsoft office packages is required.
• This position may require travel in sub-Saharan Africa on short notice and under sometimes difficult conditions to meet demands of a dynamic operational program
• Background check which includes references and an educational and criminal check is required before the start of employment for external applicants.
• A valid passport and the ability to maintain a valid passport throughout the entire appointment is required, which includes having enough passport pages for travel.
• Physical: This position requires bending, squatting, crawling, climbing, kneeling, sitting, standing, walking, pushing/pulling, handling objects (manual dexterity), reaching above shoulder level, using fine finger movements and lifting/carrying heavy loads.
• Environmental: Incumbents in this position will be exposed to excessive noise, marked changes in temperature and/or humidity, dust and infectious diseases, harsh weather climates, long work hours, bumpy roads, extended travel, excessive sun exposure, and non-ventilated spaces.
• The US Embassy rates Uganda as both HIGH in crime and HIGH in terrorism. Incumbents should fully understand the insecurities present within Uganda and the region.
• This is a fulltime position.
• All employees should be prepared to work from the CWS office within their location of hire. Remote work arrangements may vary depending on location and the governing rulings regarding the COVID-19 pandemic.

Please Note – CWS recruitment is free of charge.

Church World Service (CWS) does not charge fees of any kind during the recruitment process (Submission of application, interviews, assessments, training, etc.). Any solicitation of funds should be reported to [email protected]*.***