Job Title: Procurement & Logistics Officer (Fresher Jobs)
Organisation: RTI International
Duty Station: Kampala, Uganda
About US:
RTI International is a non-profit organization headquartered in the Research Triangle Park in North Carolina. RTI provides research and technical services. It was founded in 1958 with $500,000 in funding from local businesses and the three North Carolina universities that form the Research Triangle.
About USAID Project:
RTI is implementing the U.S Agency for International Development (USAID) Act to End NTDs | East program (2018-2026). This program supports national governments to reach their control and elimination goals through proven, cost-effective public health interventions.
Act | East program in Uganda focuses on the elimination of LF, trachoma, and onchocerciasis from the country, including through support for mass drug administration campaigns, impact surveys, and dossier development.
Job Summary: The Procurement Officer will report to the Procurement & Logistics Manager (PLM) and provide operational and logistical support to ensure the smooth implementation of project activities. The Procurement Assistant will be responsible for assisting the PLM with all project procurement activities and in full compliance with RTI policies and procedures. Supportive functions include processing service contracts, leases, and rental agreements; supporting in coordinating logistics and travel arrangements; preparing and managing tenders and bids, supporting project trainings, workshops, meetings, and surveys in the field, and other duties as assigned.
Key Duties and Responsibilities:
Procurement & Logistics Management:
- Receive and check for clarity for any PRs received from the program teams.
- Assist in receiving, reviewing, and processing incoming procurement requests from project staff, ensuring sufficient clarity on specifications is provided for goods and services.
- Participate in the tender evaluation committee meetings and document any deliberations thereafter.
- Liaise with the procurement & Logistics manager to build staff capacity on donor procurement processes and policies as well as RTI’s procurement guidelines.
- Participate in vendor evaluations for procurements whose value doesn’t exceed $ 1,000.
- Support in Bids issue during open bidding, to the interested bidders whilst maintaining a record of all bids issued.
- Ensure that all master service level agreements are executed as per the plan and monitor validity dates.
- Work closely with the Procurement & Logistics manager during vendor prequalification and ensure that the program has an approved vendor database in place.
- Assist the PLM with ensuring that all project-related purchases are reviewed and approved in accordance with the purchase authorization matrix.
- Timely follow up of vendors to ensure that timely and accurate invoices are submitted once the goods/services have been delivered.
- Regular follow up with vendors to ensure timely delivery of goods and services as per the dates stated on the purchase order.
- Support the line manager to ensure that the required documentation is available to facilitate weekly submission of invoices to finance for payment processing.
Reporting & Documentation
- Maintain and update the procurement tracker regular by sharing the procurement status update to the Procurement Manager for review.
- Ensure a proper e-filling system (Share point) for all the procurement related documents in an accurate and timely manner.
- Ensure proper filling for all consultancies & Master Service Agreements for easy retrieval and referencing.
- Ensure that there is proper and coordinated way of coding/ numbering of procurement records, ie, PR numbers, LPO number, Master service agreement Numbers which MUST follow a proper chronological order.
Vendor Management
- Attend to vendor queries and concerns ie, status of their payments, feedback from the tendering process etc.
- Dialogue with vendors to ensure compliance to quality standards and RTI’s policies.
- Proactively track all orders to ensure timely delivery of goods and services.
- Offer feedback to vendors on their performance, highlighting any key areas of improvement periodically.
- Maintain accurate supplier information across various Supplier Database.
- Receiving reports, receipts, local order forms, etc. are maintained and easily accessible by project leadership.
Logistics Management:
- Liaise with the program teams to have weekly travel plans drafted, shared and support in allocating vehicles to the different program team members.
- Perform vehicle inspections with support from the drivers for all hired vehicles prior to being deployed to support program operations.
- Review and harmonize all travel records (Log sheets) for the hired vehicles upon return to detect any inconsistences in the recorded mileage as well as invoicing the correct mileage covered.
- Report/ escalate any procurement/Logistics bottlenecks which might affect program implementation to the Procurement & logistics manager for quick support.
- Other general duties as might be assigned by the line manager.
Qualifications, Skills and Experience:
- The applicant must hold a bachelor’s degree in Procurement, Supply chain Management, Logistics management, Business administration is a MUST with at least 2 years of professional experience working with an INGO. CIPS certification will be an added advantage.
- An understanding of and commitment to RTI’s mission and values
- Additional professional training in procurement and logistics management preferred.
- Knowledge of USAID procurement policies and regulations is a plus.
- Experience in procurement, logistics management, and event planning/meeting coordination.
- Good analytical skills and ability to work and meet deadlines.
- Hard worker with good interpersonal skills and high-level of integrity.
- Proficient in Microsoft Office programs, such as Excel
- Good time management and organizational skills
- Excellent communication skills both written and verbal.
- Respectful and tolerant; able to work well in a diverse team.
Ugandan natives highly encouraged to apply.
How to Apply:
All candidates should apply online at the link below.
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