The Procurement Assistant will work in conjunction with the Procurement Manager to plan and implement systems and policies that guide all operations related to procuring supplies and services in support of the Uganda FHI 360 office and in accordance with FHI 360 and donor policies.
Accountabilities:
Provide procurement support to EpiC Uganda and STRIDES Uganda projects under the supervision of the Procurement Manager.
Participate in the negotiation of contract terms on a range of procurements and monitor delivery of exact specifications.
Implement FHI 360 procurement policy and systems for FHI 360 projects in Uganda.
Undertake tendering, evaluation, placement, and monitoring of a procurement portfolio.
Support the planning and coordination of central procurement activities of FHI 360 including storage and delivery.
Monitor procurement processes and compliance with FHI 360 procedures.
Coordinate formal bids and request for proposal (RFPs).
Review and assist in the development of specifications, terms and schedules.
Prepare specifications, compare bids received and present recommendations on purchases to management.
Prepare specifications required for various supplies and make them available to suppliers.
Adhere to all FHI 360 required procurement budgets, FHI 360 and donor purchasing guidelines, policies, and controls on procurement.
Solicit and negotiate competitive pricing from vendors and make recommendations for issuance of purchase orders.
Drive continuous improvement in all aspects of the procurement process.
Maintain procurement files and other documentations.
Perform other duties as assigned.
Applied Knowledge & Skills:
Comprehensive knowledge of procurement and logistics standards and practices.
Working knowledge of company policies and procedures regarding budgets and contracts.
Excellent oral and written communication skills.
Strong critical thinking and problem-solving skills.
Ability to influence, motivate and negotiate to ensure compliance and company objectives and goals are met.
Problem Solving & Impact:
Works on problems of diverse scope that requires analysis and evaluation of identifiable factors.
Exercises judgment with defined policies and procedures in selecting methods and techniques for obtaining solutions.
Decisions generally affect specific functional areas with cost and failure to achieve short term goals of the company.
Supervision Given/Received:
Manages internal procurement requests.
Accounts for the budget and adherence to approved procurement plans.
Develops and recommends solutions to meet internal and external procurement needs of the company and department.
Reports to the Procurement Manager.
Education:
BS/BA Degree in Procurement related field with at least 3 years of relevant experience.
Experience:
A minimum of 3+ yearsโ practical experience in the field of procurement and supply management with demonstrable knowledge of public procurement laws of Uganda and various donors, in particular, the United States Government agencies.
Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
Must be able to read, write and speak fluent English.
Prior management experience preferred.
Prior work in a non-governmental organization (NGO).
Typical Physical Demands:
Typical office environment.
Ability to spend long hours looking at computer screen and doing repetitive work on a keyboard.
Ability to sit and stand for extended periods of time.
Ability to lift/move up to 5 lbs.
Technology to be Used:
Personal Computer/Laptop, Microsoft applications (i.e., Office 365, SharePoint, Skype/Zoom/Teams), cell phone/mobile technology, and standard office equipment.
Travel Requirements:
Ability to travel domestically 10% - 25%
This job posting summarizes the main duties of the job. It neither prescribes nor restricts the exact tasks that may be assigned to carry out these duties. This document should not be construed in any way to represent a contract of employment. Management reserves the right to review and revise this document at any time.
FHI 360 is an equal opportunity and affirmative action employer whereby we do not engage in practices that discriminate against any person employed or seeking employment based on race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, marital status, physical or mental disability, protected Veteran status, or any other characteristic protected under applicable law.
Our values and commitments to safeguarding: FHI 360 is committed to preventing any type of abuse, exploitation and harassment in our work environments and programs, including sexual abuse, exploitation and harassment. FHI 360 takes steps to safeguard the welfare of everyone who engages with our organization and programs and requires that all personnel, including staff members and volunteers, share this commitment and sign our code of conduct. All offers of employment will be subject to appropriate screening checks, including reference, criminal record and terrorism finance checks. FHI 360 also participates in the Inter-Agency Misconduct Disclosure Scheme (MDS), facilitated by the Steering Committee for Humanitarian Response. In line with the MDS, we will request information from job applicantsโ previous employers about any substantiated findings of sexual abuse, exploitation and/or harassment during the applicantโs tenure with previous employers. By applying, job applicants confirm their understanding of these recruitment procedures and consent to these screening checks.
FHI 360 will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws.
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