Recruiting Company : FINCA International Uganda
Duty Station: Kampala,
Reports to: Administration Manager
About FINCA Uganda:
FINCA Uganda Limited (MDI) is the very first licensed micro finance deposit taking institution in Uganda, and part of a global network which serves over 1,000,000 clients in 27 countries. FINCA Uganda currently offers loans, savings and money transfer services in Uganda, one of the most competitive and dynamic microfinance markets in the world.
Job Summary: The Administrative Officer-Procurement is responsible for the efficient, responsive and cost-effective procurement operations of FINCA Uganda. She/he shall assist the Administrative Manager in the coordination and management of the procurement and disposal of goods, services and works. This function will support the organisation through reliable and timely support services and will maximise value and effectiveness of goods and services received by FINCA Uganda. The Administrative Officer –Procurement will plan, manage and monitor all procurements in all FINCA offices and branches. She/he will follow, promote and enhance FINCA Uganda’s Administrative Policies and Procedures.
1. Purchase Planning & Support:
Analyze requests for purchases to determine whether to approve for onward submission to the Administration Manager for competitive bids.
Process invoices and ensure timely payment of suppliers and vendors
Raises Local Purchase Orders and related documentation in the procurement process for approved procurements.
2. Supplier and Service Provider Relations:
Develop and maintain a suppliers’ list for quick identification of different suppliers of categories of goods, works and services as and when the need arises.
Maintain up to date database of preferred / pre-approved vendors, suppliers and service providers as approved by the Procurement Committee
Maintain a blacklist of vendors and service providers who will not be considered for bids or orders due to significant service or quality issues, unethical practices etc. and ensure that they do not receive business from FINCA Uganda.
3. Procurement Committee Preparation:
Prepare documentation and bid analyses for evaluation and approval of purchases by the procurement committee.
Evaluate vendor bid responses and compare vendor quotations with product specifications; document discrepancies.
4. Inventory Management:
Ensure sufficient stocks of inventory are held in store to meet forecast demand.
Establish in implement Re-Order levels for all inventory stocks held in store
Review Bin cards on monthly basis to ensure they reflect actual stock in stores.
Manage stationery by ensuring serial numbering is adhered to and tracked to avoid pilferage
5. Transport Management:
Ensure that vehicles are in sound working condition at all times.
Review monthly fuel consumption for vehicles, motorcycles and generators to ensure proper fuel utilization.
Review vehicle and cycle maintenance records monthly.
Key Performance Indicators:
Procure assets of the institution in accordance with FINCA Uganda’s Administrative policies and procedures manual.
Manage inventory/stationery and office supplies in accordance to FINCA Uganda policies and procedures.
Manage transport and logistics in line with FINCA Uganda policies and procedures.
Monitor and evaluate performance of Administrative Assistants and Drivers (support staff) in line with the Human Resources manual.
The Administrative Officer should preferably possess a University degree in procurement, commerce, business administration or related field
Additional Professional procurement qualification (CIPS) is a must.
Skills & Experience:
A minimum of three years’ professional experience with a minimum of 1 year of procurement or administrative management experience
Computer literacy skills i.e. Proficient in MS-Office (especially Word and Excel);
If you so desire to work with one of the world’s leading microfinance institutions, FINCA International, Please Click We b link below to see full job details and thereafter express interest By Clicking “Apply Now" at the top of the page.
Deadline: 10th March, 2014