Procurement Specialist, Uganda

The Finance and Support Services Department (FSSD) provides effective delivery of IDLO’s finance, reporting, procurement, and information & communication technology to help deliver IDLO’s activities, thereby contributing to IDLO’s ability to strategically fulfill its mission. This also encompasses the optimization of IDLO’s internal policies and processes and extends to its organizational planning, target-setting, and performance measurement.

The Procurement Specialist will closely work with the program teams to identify the procurement needs of the offices and implement the necessary procurement steps in line with IDLO procurement policies and procedures. S/he will also support the office to enhance the capacity of the procurement team and the program teams to improve the overall procurement management, from identification of needs to delivery of goods or services.

Under the supervision of the Country Manager for the respective areas of competencies and in coordination with the Global Procurement Lead in IDLO Headquarters, the Procurement Specialist will be asked to organize and monitor the procurement processes for the Uganda Country Office.

Primary Functions 

• Create and update the procurement plans for the Uganda country office and associated projects. 
• Upon request, organize procurement processes, including preparing solicitation documents, solicitation of offers, and evaluating bids/proposals and contracts in compliance with IDLO procurement policies. 
• Coordinate the preparation, reconciliation, and closure of Purchase Orders (PO) and Contracts with suppliers in coordination with the Headquarters. 
• Provide the Finance and Administration Manager and the Country Manager with inputs and suggestions to assist them in developing policy and procedures for vendor registration, reviewing the existing vendor evaluation criteria for registration, and proposing alternative methods, if appropriate. 
• Provide guidance on industry standards in Uganda, including down payments, cancellations, framework agreements, etc. This includes incorporating a comparative perspective with other large intergovernmental organizations (UN, World Bank, etc.). 
• Develop and maintain a roster of suppliers and develop a system to record the suppliers’ evaluations after the delivery of the service. 
• Management of the procurement contracts for Uganda and vendor management. 
• Capacitate the program team on the procurement procedures and provide daily guidance and support to the teams. 
• Coordinate the revision and update of the asset inventory. 
• Provide guidance on procurement on a need basis.
• Liaise with IDLO HQ for support and guidance. 

Education and Experience 

• University Degree in Business or Public Administration. Specialized training in procurement is an asset;
• At least 3 – 5 years of procurement, contract management, and administration in large public or international organizations;
• Proven experience in process management and capacity building on procurement in Uganda.

Languages Requirements

• Fluency in English is required. 

Specific knowledge, skills, and competencies

• Sound understanding of procurement principles and practices;
• Good contract law knowledge;
• Proven ability to analyze potential risks, promote risk awareness, and hold others to account for their practices;
• Excellent computer skills in MS Word and Excel;
• Highly organized, with a problem-solving attitude; 
• Strong communication and interpersonal skills and the ability to work in a multicultural environment;
• Ability to work under pressure with tight deadlines, flexibility, and an entrepreneurial spirit;
• Keen sense of ethics, integrity, and commitment to IDLO’s mandate;
• Keen understanding of the Uganda context.

For this locally recruited position, IDLO shall offer the selected candidate an Affiliate contract of 12 months, with the possibility of extension subject to performance and availability of funding. 

In addition, IDLO shall offer a yearly basic salary of UGX 91,567,331, medical insurance, and leave entitlements, including in accordance with IDLO Employee Regulations and Rules. 

This local position is open to candidates who are nationals of the duty station or with permanent resident status or other legal authorization permitting them to work in the duty station. An employee subject to local recruitment shall not be eligible for the allowances or benefits exclusively applicable to international employees. 

Applications will be screened on a regular basis; a qualified applicant might be recruited before the deadline. In the interest of making the most effective use of resources, only short-listed candidates will be contacted during the selection process.

IDLO is an Equal Opportunity Employer and values diversity in all areas of its operations. We welcome applications of qualified and diverse candidates.

IDLO is committed to achieving a 50/50 gender balance at all levels within its workforce. Female candidates are strongly encouraged to apply for IDLO vacancies.

IDLO does not tolerate sexual exploitation or abuse, any kind of harassment, including harassment of a sexual nature or discrimination. As such, IDLO will conduct careful reference and background checks of all selected candidates as part of its selection process.

Application deadline: 6 December 2024 (23:59hrs Rome Time).