Procurement and Logistic Officer

About Us:

HEKS/EPER, Swiss Church Aid, supports projects designed to combat hunger, poverty and injustice in over 30 countries on four continents. HEKS/EPER also provides worldwide humanitarian assistance for victims of natural disasters and armed conflicts and supports the Church’s diaconal work in Eastern Europe and the Middle East. In Switzerland, HEKS/EPER champions the rights and causes of refugees and socially disadvantaged people. Through its development and social policy work in the fields of climate justice, access to land and food, migration, and integration, HEKS/EPER strives for systemic change – globally and in Switzerland.

HEKS/EPER is present in Uganda since 2016 with a strong focus on conflict sensitivity and/or measures for conflict transformation within its country programs to combat the causes of hunger, poverty and injustice through its focus on access to land, livelihoods and food security; improved access to safe and clean water; and conflict transformation and peacebuilding initiatives.

Job Description:

Key areas of responsibility are:

Procurement management.

1. Ensure that all procurement requests from staff are facilitated professionally, as per the HEKS/EPER Field Financial and Administrative Guidelines (FFAG).
2. Ensure all procurement requests are completed with all the required information, and maintain a filing system to track open versus closed purchase requests.
3. Maintain an efficient inventory system for procured goods and materials, including office equipment.
4. Procurement Planning. Collaborate with department/ project heads to understand their procurement needs and develop procurement plans accordingly. Identify potential suppliers and establish relationships to facilitate future procurement activities.
5. Sourcing and Vendor Management. Participate in sourcing potential suppliers through approved channels, evaluate proposals, negotiate contracts, and manage supplier relationships. Conduct vendor assessments to ensure compliance with quality, cost, and delivery requirements.

Procurement Process Management. Manage the end-to-end procurement process, including requisition processing, purchase order issuance, and contract management. Ensure timely delivery of goods and services while adhering to budgetary constraints.

1. Compliance and Risk Management. Ensure compliance with procurement policies, procedures, and relevant regulations (FFAG). Identify and mitigate procurement-related risks, such as supply chain disruptions, price fluctuations, and supplier non-compliance.
2. Cost Optimization. Identify cost-saving opportunities through strategic sourcing, volume discounts, and contract negotiations. Analyze procurement data to identify trends and areas for improvement in procurement processes.
3. Documentation and Reporting. Maintain accurate procurement records, including contracts, purchase orders, and vendor agreements. Generate reports on procurement activities, expenditures, and savings for management review.
4. Stakeholder Communication. Collaborate with internal stakeholders, including the Country Director, finance and administration unit, and program teams, to ensure alignment of procurement activities with organizational objectives. Communicate effectively with suppliers and resolve any issues that may arise during the procurement process.
5. Follow FFAG and donor procurement procedures and regulations for procuring materials and other items.
6. Maintain a database of reliable vendors for supplies, services, and goods.
7. Inform the supervisor of all market developments and procurement/ logistics issues through regular briefings.
8. Facilitate supplier’s payment processes.
9. Support local partners during procurement processes as required.

Logistics management.

1. Coordinate transportation, distribution, and delivery of goods to required locations.
2. Plan and optimize logistics processes to minimize costs and maximize efficiency.
3. Provide technical support to the staff and, as necessary, to partner organizations.
4. Follow up project office vehicle service/ maintenance as per FFAG.
5. Follow up with vehicles and motorcycles annual inspection and annual insurance renewal.
6. Collect weekly vehicle movement plans from country and field offices to ensure effective planning.
7. Plan, schedule and assign in city and field trip movements to meet staff travel requests in the most efficient and cost effective manner.
8. Maintain a movement tracking system to monitor HEKS/ EPER staff, drivers, and vehicle/ motorcycle movement for trips outside the office.
9. Liaise and collaborate with field offices to ensure coordinated and optimal utilization of vehicles and motorcycles.
10. Check and verify all records related to vehicle timetables, log sheets, fuel consumption record and tracking.

Asset/ inventory management.

1. Support in quarterly asset verification and producing assets/ inventory reports to the Country Director, and any other relevant reports upon request.
2. Ensure proper, adequate and effective filing system records and archives of all stock movements are carefully maintained.
3. Conduct periodic physical stock checks and investigate any discrepancies. Ensure that all assets and equipment are properly tagged, recorded, assessed, and their physical locations and conditions documented.
4. Ensure that up-to-date inventories and asset registers are compiled and maintained.
5. Implement inventory control measures to track and manage stock levels.
6. Optimize inventory turnover and minimize carrying costs while ensuring adequate stock availability.
7. Ensure that all assets and properties are insured, maintained and serviced to good working condition and appropriate standards.

REQUIRED QUALIFICATION AND EXPERIENCE.

1. Bachelor’s degree in business administration, procurement/ supply chain management, logistics, or a related field.
2. Minimum of 4 years previous experience in procurement, logistics, or supply chain management.
3. Familiarity with procurement, logistics operations, contracts and asset management.
4. Ability to multitask, prioritize tasks, and work under pressure.
5. Attention to detail and accuracy in documentation.
6. Strong knowledge of procurement processes, sourcing strategies, and vendor management principles.
7. Excellent negotiation, communication, and interpersonal skills.
8. Analytical mindset with the ability to interpret procurement data and identify opportunities for improvement.
9. Ability to work effectively in a fast-paced environment and manage multiple priorities simultaneously.

SKILLS AND CAPABILITIES.

1. Excellent analytical and conceptual skills.
2. Good communication skills and conversational command of English (spoken and written).
3. Ability to work in complex environments and to ensure that deadlines are met by internal and external stakeholders (good prioritisation and time management skills).
4. Ability to ensure that internal and external stakeholders understand and duly follow HEKS/ EPER’s procedures and guidelines.
5. Excellent IT and computer skills.
6. Diligent and trustworthy person with appropriate attention to details.
7. Excellent team player and social capabilities.
8. Good knowledge of relevant local laws and obligations (labour, tax, procurement, etc.).
9. Available for frequent local and national travel.
10. Professional, cooperative, efficient, effective, and positive working attitude.