Senior Programme Officer Administration, Logistics, & Procurement
About US:
The Ministry of Gender, Labour and Social Development (MGLSD) has championed efforts to promote a coordinated approach to social protection in Uganda. These efforts culminated in the design of the Expanding Social Protection (ESP) programme that has been implemented by the GoU under the MGLSD with financial and technical support from GoU, DFID, Irish Aid and UNICEF. Its goal is to reduce chronic poverty and improve life chances for poor men, women and children in Uganda. The purpose is to embed a national social protection system, including social assistance for the poorest and most vulnerable, as a core element of Uganda’s national planning and budgeting processes. Phase I of the ESP programme was implemented through a Social Protection Secretariat which was established in 2010 under the Directorate of Social Protection of the Ministry. The objectives of Phase I included piloting Social Assistance Grants in 15 districts and capacity building. ESP is now transitioning to Phase II in which the program will expand to cover a total of 55 districts during the next five years and be implemented by a Programme Management Unit (PMU).
Job Summary: The Senior Programme Officer Administration, Logistics, & Procurement will mainly procure goods & services for the programme, provide administrative support and ensure that the programme vehicles, properties, facilities, equipment and resources are properly managed, safeguarded from wastage and/or misuse and are used in the achievement of the objectives of the programme.
Key Duties and Responsibilities:
· The incumbent will establish and regularly maintain a contracts register for the services contracted by the programme.
· Build and strengthen working relationships and contracts with service providers to ensure uninterrupted supply, monitor performance and resolve issues.
· Coordinate PMU utilities management (electricity, water, etc.).
· Mentor and supervise PMU tenancy management and premises maintenance.
· Technically support development of PMU administrative systems.
· Offer technical support to RTSUs including set up, contract management, utilities and accommodation issues.
· In charge of conducting spot checks on assets to verify existence, condition and location.
· Oversee an active fleet of vehicles that is well serviced and road-worthy.
· Manage the fleet of vehicles for appropriate availability for programme activities on planned and ad hoc schedules.
· Manage PMU drivers.
· Support the RTSUs with gap cover for drivers and / or vehicles.
· Keenly analyse, monitor and report motor vehicle fuel consumption on monthly basis and generate consumption reports for Management.
· Coordinate routine motor vehicle inspection as and when needed by Ministry of Works on behalf of Government of Uganda.
· Work closely with the procurement agent and corresponding MGLSD counterparts to facilitate the procurement of goods.
· Arrange for applicable tax waivers with MGLSD.
· Write up contract and tender documents where relevant.
· Be part of the Purchasing Committee and capacity build new members if needs be.
· Prepare purchase orders for goods and services to be supplied to the PMU and ensure that suppliers are timely paid after delivery.
· Receive goods supplied to the PMU and ensure that they are in the right quantities/quality.
· Prepare and submit procurement reports on monthly and quarterly basis for Administration and HR Coordinator.
· Travel to RTSUs to provide support as necessary.
· Update and maintain an assets register
· Oversee maintenance of office equipment
Qualifications, Skills and Experience:
· The ideal candidate should preferably hold a Bachelor’s Degree in Commerce, Accounting, Business Administration or Procurement.
· Possession of post graduate qualifications and or professional qualifications in procurement and/or logistics management (CIPS, etc.) is a mandatory
· A minimum of five years’ experience in procurement, logistics and contract management in a large reputable organisation.
· Working knowledge of procurement procedures
· Possession of fleet management knowledge and experience
· Good team player
· Capability of building and maintaining effective working relationships with service providers and other stakeholders and team members.
How to Apply:
All suitably qualified and interested candidates should send the following;
· A one (1) page supporting statement, explaining how you believe your experience matches the requirements of the role, directly addressing the position description;
· Curriculum vitae of maximum four (4) pages and providing three referees, one of whom should be your current or most recent employer, and copies of academic and professional certificates/ testimonials, postal address and daytime telephone contact,
Please submit your application to:
Permanent Secretary,
Ministry of Gender, Labour and Social Development,
Simbamanyo House Plot 1 George Street,
P.O. Box 7136 Kampala. Uganda.
Please clearly indicate the position applied for on the envelope (“Application for the position of”)
Deadline: 16th December 2015.