About US:
The mission of the Infectious Diseases Institute (IDI) is to build capacity of health systems in Africa for the delivery of sustainable, high quality care and prevention of HIV/AIDS and related infectious diseases through training, research, and advanced clinical services. IDI has five operational areas through which it works to achieve its mission: Prevention, Care and Treatment; Training, Research and Laboratory services (provided through a partnership with the Makerere University- John Hopkins University Core Lab) and Outreach.
Job Summary: The Procurement Officer shall provide procurement support in IDI procurement functions including both local and international purchases, covering a range of requirements from medical drugs, laboratory equipment and supplies, office supplies; IT related requirements, works and service agreements among others.
Key Duties and Responsibilities:
The incumbent will manage the IDI purchasing functions in accordance with approved policies and procedures and procurement best practices.
Regularly check and prepare specifications, terms of reference & statement of requirements in liaison with user departments
Prepare and issue Request for quotations or Request for Proposals Conduct evaluation of bids and make appropriate recommendations
Prepare Purchase orders and agreements for the respective service providers.
Negotiating terms and conditions with vendors, as required; Ensure that the terms, quantity, quality, description, and condition of the goods or services delivered are in accordance with the purchase requisition and suppliers invoice;
Regularly verify deliveries against orders to confirm rightful quantities, quality and price. Verify documentations for completeness before payments are made. Liaise with Finance department to ensure prompt payment for delivered goods and service;
Actively communicating with user departments and vendors on matters requiring interpretation of purchase orders and general conditions of contracts
Responsible for monitoring purchase order compliance in collaboration with user departments and taking remedial action if required;
For international purchases, advises on options for payment and shipping, ensures that shipping and tax documents are in order, follow up with customs clearing agent, and arranges for delivery, including warehousing in a bonded facility if necessary;
Perform any other duties assigned by the supervisor.
Qualifications, Skills and Experience:
The ideal candidate / applicant should hold a University degree in Procurement & Supply chain management, Procurement & Logistics Management, Business Administration or any other related field from a recognized Institution
All candidates should possess professional qualifications in procurement (CIPS) or should be at its final qualification stages.
The applicants should possess a minimum of three years’ working experience in Procurement functions in a busy and related organization.
Possess the ability to negotiate procurement terms and conditions.
Excellent communication skills, both oral and written.
Extensive working knowledge of procurement procedures.
Computer literacy skills i.e. Proficiency in the use of computers especially Excel Spreadsheets, Word-processing packages and e-mail,
Possess the ability to use judgment and initiative in the course of executing responsibilities.
Possess the ability to make decisions in accordance with established policies and procedures.
Ability to communicate with employees, vendors, and IDI contacts in a courteous and professional manner.
Ability to prioritize multiple tasks.
Possess an ability to work under pressure and stay focused, efficient and effective whilst handling multiple assignments.
Personal Competencies: Excellent interpersonal and communications skills at all levels (presentations, reports, working groups); Analytical mind and logical problem solving; Able to work as part of a team; Committed to organization’s ethos of an accountable, cost effective, high quality, customer driven service delivery; High degree of commercial awareness; Desire to complete tasks to the highest standards and by set deadlines.
How to Apply:
All suitably qualified and interested applicants may hand-deliver, email or post an application letter with a detailed CV, naming at least two professional referees to:
The Human Resource Manager, Infectious Diseases Institute, P.O. Box 22418, Kampala. Uganda.
E-mail to: hr@idi.co.ug
Deadline: Friday, 27th March, 2015