Logistics & Procurement Coordinator

EXCITING CAREER

Food for the Hungry (FH/U) is a Christian international relief and development organization that has been working in Uganda since 1989. FH is currently operating programs in Asia, Latin America and Africa with support offices in the UK, Canada, Switzerland, United States of America and Japan. FH’s primary goal is to end all forms of poverty World-wide. FH promotes practice of performance, accountability, and risk management in line with FH’s “Transforming Field Experience (TFE)” re-imagination initiative. In Uganda, FH is operational in the Districts of Adjumani, Kitgum, Lamwo, Kween, Mbale, Namutumba and Amudat Districts implementing programs in four main sectors of Education; Food Security and Livelihoods; Health/Nutrition and Disaster Risk Reduction; with the Head office located in Kampala.

FH Culture:

All we do, and how we do it, seeks to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At Food for the Hungry, we operate under a set of values called Heartbeat Values.

EXTERNAL VACANCY ANNOUNCEMENT

FH/Uganda is actively seeking for qualified candidates committed to its Heartbeat and Corporate Strategy to fill the career openings below on a rolling basis;

1. Job Title: Logistics & Procurement Coordinator (01 position)

Position Type: Full Time National Staff

Location: Kampala

Reports to: Logistics Manager

Contract Length: 2 years (fixed)

Start Date: March 2023 (To be shortlisted on rolling basis)

Job Summary

Under the supervision of the Logistics Manager, the Logistics and Procurement Coordinator will bring additional leadership & oversight responsibilities in the procurement space as well as sharing the load of handling high profile/complex procurements with the Logistics Manager. The Logistics and Procurement Coordinator will also be expected to take on some of the responsibilities of the Logistics Manager in the procurement space and also act as the second in command for the Logistics Manager overseeing the entire portfolio (procurement, admin, and fleet, and IT) when out of office. They will also represent the logistics department on key operational forums as needed. Support the Regional Logistics Officers to conduct timely procurement of quality goods, services and works that comply with the required specifications while upholding Food for the Hungry’s procurement policy and procedures while maintaining high level of accountability and integrity.

They will contribute towards supporting the team in strengthening their capacity for effective program delivery, change management and innovation in support of FH Heartbeat. They will contribute towards strengthening data driven, evidence-based decision making and procurement performance measures for program delivery, impact, and organizational effectiveness.

Prepare analytical weekly and monthly procurement status reports in line with FH procurement plans, be pro-active to achieve timely delivery of procurements and other departmental work. Managing vendor relationships and building effective supply chain partnerships within and outside the Organization.

Duties and Responsibilities:

Key Result #1– Procurement Planning and Management

• Support Program Area Managers and proactively engage in program planning aspects such as proposal writing and budgeting.
• Produce and consolidate weekly and monthly procurement status reports that will aid in decision making at different levels. The monthly procurement reports shall indicate all completed and pending procurements during that month.
• Work closely with Program Area Managers to ensure items and equipment required and budgeted for by their projects are purchased and transported in a timely and efficient manner especially those above area program thresholds.
• Work with the program and technical teams to develop and implement procurement plans and priorities for the different projects and periodically advise and follow up with the program teams to ensure progress on plans. In addition, develop strategies for delivery on the procurement plans agreed beforehand with the program teams.
• Work with the Program and technical teams to develop procurement plans for new projects and conduct periodic analysis of budget costs per project.
• Advise on proper control systems across the procurement process and support Logistics Manager in conducting any investigation and audits as needed
• Participate in internal management meeting and Represent FHU in Logistics and Procurement forums.
• Manages all service and supply contracts executed by the procurement department.
• Support the Regional Logistics Officers to conduct timely execution of procurements of quality goods, services and works above area program thresholds.
• Record and track procurement requisitions from the different area programs, departments, regions, projects etc above area program thresholds.
• Review the submitted procurement requisitions for completeness and accuracy in terms of approval levels and specifications etc above area program thresholds.
• Prepare solicitation documents such as requests for quotation/proposals, Invitation to Bids, Bid Notices, action tender adverts and other advertisements from other departments.
• Support or guide the development of specifications in conjunction with the technical lead, and requestor at program area.
• Recommend and guide any improvements in the processing of procurement requisitions/requests, aimed at reducing the procurement lead time.
• Prepare and place purchase orders and contracts with suppliers or service providers for goods, services and works as per the threshold approval matrix
• Monitor the progress and delivery schedules for purchase orders for supplies, goods and works.
• Monitor the flow of returned supplies and the performance of contracts until expiry of warranty/ and defects liability period.
• Process supplier payment requests in a timely manner after ensuring that all payment requisite documents are attached especially for procurements above area program thresholds.
• Prepare Comparative Bid Analysis reports or Evaluation Reports for consideration by the Kampala Procurement Committee based on the threshold.
• Complete the import procedures and requirements for all imported procurements as required by working with the prequalified clearing and forwarding firm.
• As part of the procurement committee, guide the committee during deliberations on procurement evaluations in line with the procurement policy.
• Follow up and report on implementation of Procurement Committee decisions in accordance with the procurement policy and procurement plan and budget.
• Maintain online and physical procurement files including all relevant documentation and vendor tracking system, while maintaining all the relevant information concerning the organization’s suppliers.

Key Result #2 – Sourcing and Vendor Management

• Assist in the identification and propose potential service providers and suppliers for goods, services and works required by the projects, clusters, regions and Food for the Hungry as an organization.
• Draft and issue tender or bids documents, advertise tenders, request for quotations or requests for proposals.
• Monitor the receipt, registration and opening of bids from service providers and suppliers.
• Attend to all inquiries from bidders and suppliers as appropriate.
• Actively participate in routine market surveys and vendor rating exercises by Procurement Department.
• Inform the region, program areas and other stakeholders of the economic and market conditions of supplies, services for use.
• Serve as an exclusive channel for requests regarding prices and products.
• Analyze the performance of suppliers and service providers in the supply chain on an annual basis.
• Compile and prepare annual reports on the performance of the suppliers and service providers.
• Monitor contract performance status for all construction works in the different area programs. Brings to the attention of Logistics Manager and Program Delivery Manager any contractor who breaches their contract terms.
• Attend to inquiries from bidders and suppliers as appropriate.
• Participate in negotiations with suppliers to promote good working relationships.

Key Result #3 Contract Management and Monitoring

• Review and analyse all authorized contract documents, purchase orders and agreements of all suppliers/providers/contractors prior forwarding to provider or contractor for implementation and signing.
• Manage, administer and supervise contract amendments, variations and execution and monitor progress ensuring that the provisions of the contracts are complied with
• Ensuring that all the invoices related to service contracts for payment are fully verified, approved and payment processed
• Work with stakeholders to comprehensively review contracts annually and evaluate performance of the service providers eg Framework Agreement, Insurance, GPA etc
• Identifies the possible risks associated with the contract and suggests ways to mitigate them.
• Draft and Prepare Procurement Committee agenda and minutes in line with Procurement Policy as and when required.
• Follow up with the contract implementation to ensure that it aligns with the Procurement Committee recommendations and in accordance with Procurement Policy.

Job Level Specifications

• Strong leadership, analytical and organizational skills; demonstrated ability to work both independently and within a team, assess priorities, and manage multiple activities with attention to detail, meeting tight deadlines under pressure.
• Excellent problem-solving capacity, with demonstrated ability for considerable analysis and sound judgment to find solutions in a complex environment with shifting and competing priorities.
• Sound public and negotiation skills along with business acumen coupled with attention to details, maturity in decision making and time management skills
• Be highly proactive with personal initiative and drive, honest with a high level of integrity; a team-player with a positive attitude and good planning skills
• Excellent cross-cultural communication (both oral and written) and interpersonal skills demonstrated by ability to interact professionally with culturally and linguistically diverse staff, stakeholders, clients and consultants.
• Strategic thinker with excellent analytical skills and ability to communicate effectively at all levels.
• Ability to work and deliver well under pressure and in response to changing needs.
• Advanced Computer skills including proficiency in Microsoft Office programs (Excel spreadsheets, word processing, power point, and electronic mail).
• Vibrant personal relationship with Christ and studies, understands and applies FH Foundational Principles and Vision and Mission
• Maintains an attitude in accordance with FH values, behaviors and mindsets.
• Experience in people management with skills and knowledge on coaching, mentoring and delivering training to teams
• Good written and spoken English.

Education & Experience

• Bachelor’s Degree in Procurement, Logistics, or Supply Chain Management
• Professional Qualification/Certification such as Graduate Diploma in Purchasing & Supply Management – CIPS or equivalent.
• A relevant Post Graduate Qualification or Masters in Procurement or any related business profession will be an added advantage
• Minimum 5-7 years in procurement and logistics management experience within an INGO environment is required or related field
• Minimum 3 years in a busy procurement and logistics department an INGO environment is required
• Thorough knowledge of donor requirements (DFID, USAID) contractual, procurement and reporting requirements required.

Language Skills

• Proficient in Spoken and Written English.