About US:
The Association for Strengthening Agricultural Research in Eastern and Central Africa (ASARECA) is a non-political association of agricultural research institutes in: Burundi, DR Congo, Eritrea, Ethiopia, Kenya, Madagascar, Rwanda, Sudan, Tanzania and Uganda. ASARECA serves as a platform for promoting regional research and in the sharing of benefits and spill overs that derive from such research. The mission of ASARECA is to “Enhance regional collective action in agricultural research for development, extension and agricultural training and education, to promote economic growth, fight poverty, eradicate hunger and enhance sustainable use of resources in Eastern and Central Africa”. ASARECA delivers its research through 3 thematic areas: Natural Resource Management and Ecosystems (NRMES), Markets, Market Linkages and Trade (MMLT) and Sustainable Agriculture, Food Security and Nutrition (SAFSN).

Job Summary: The Procurement Officer will be responsible for providing technical assistance for all aspects related to Procurement and contracting. The incumbent will lead ASARECA’s Procurement and contracting activities in line with the ASARECA strategic plan and Operational Plan. He /s she will also review and provide expert advice on contractual matters, agreements of all kinds, contracts, tenders, risks, claims, disputes and all issues that are governed by contract with clients, subcontractors, suppliers, partners and inter-office entities. In doing so, the job holder will use the applicable Operational Manual of ASARECA and refer to the World Bank’s Procurement Guidelines in all aspects of procurement management of the ASARECA activities financed under the MDTF (multi-donor trust fund). The job holder will develop procurement strategies, policy guidelines, training strategies and oversight of procurement operations that will deliver maximum cost effectiveness.

Key Duties and Responsibilities:
1. Procurement:
Offer strategic direction to ASARECA Secretariat and sub grantees on all procurement matters
Develop innovative procedures and guidelines for the implementation of cost effective procurement
Prepare quarterly and annual reports
Plan for and coordinate procurement and disposal activities in line with ASARECA’s regulations.
Organize, manage and act as Secretary to the Procurement Committee meetings
Offer expert input on procurement issues to the procurement committee
2. Preparation of procurement plans:
Actively coordinate procurement needs
Conduct needs assessment and prepare a sourcing strategy
Initiate, prepare and review periodic procurement plans and budgets
Prepare the ASARECA annual procurement plan
3. Manage acquisition of goods, works and services:
Receive and review purchase requisitions for clarity, adequate specifications, and request for quotations appropriately
Process purchase requisitions from users
Group the requests and aggregate items for bulk purchases
Originate tender/ bid documents for approval by the procurement committee
Actively coordinate and guide all biding and advertisement processes
Monitor procurement activities to ensure that deliveries meet established specifications or terms of reference
Update and maintain a database of suppliers and any other service providers
Maintain and ensure safe custody of procurement and disposal records
Intuitively verify invoices and delivery notes and forward for payment
Actively monitor and build capacity of sub grantees
Assess the professional capacity of sub grantees and where necessary carry out training
Play a leadership and advisory role to sub grantee procurement staff in handling procurement tasks and issues
Monitor procurements of the sub grantees
4. Contracts Management:
Prepare contracts and sub grantee agreements
Steer and support negotiations of contracts and ensure compliance with ASARECA regulations, the national laws and development partners’ guidelines
Monitor contract implementation
Ensure contract close-out, extension or renewal
Quickly resolve any emerging contractual conflicts
5. Assets disposal management:
Plan and implement disposal of assets
Ensure competitiveness and transparency in the disposal process
6. Client Relationships Management:
Maintain contact with service providers and all stakeholders
Appraise supplier performance
Carry out periodic customer satisfaction survey and draw recommendations on how to improve service delivery
Actively facilitate procurement reviews as may be required

Qualifications, Skills and Experience:
The ideal candidate must hold a Master’s degree in Business Administration with specialisation in procurement, professional qualification in procurement (CIPS).
Five or more years’ relevant experience at managerial level working in a donor funded organisation preferably with an International NGO particularly those addressing agriculture and those applying partnership approaches is desirable
Detailed knowledge of applicable donor rules and regulations such as for USAID, World Bank, DFID, EU
Past exposure and experience in setting up and managing donor compliance monitoring systems, developing and implementing relevant tools
Past experience of training and transferring skills to other staff members (workshop and one-to-one coaching)
Strong procurement and contracting skills encompassing contractual interpretation
Excellent interpersonal, management and team development
Excellent written and oral communication skills
Strong leadership and negotiation skills
Possess the ability to communicate with employees, vendors and ASARECA contacts in a courteous and professional manner
Proven ability both to solve complex procurement and contractual problems and communicate effectively on these with non-specialist staff

How to Apply:
If you believe you fit the required profile, please send your application in confidence to the address below indicating the job title in the subject line and send (by post or email) your application letter and curriculum vitae containing details of your qualifications, experience, present position, current and expected remuneration, copies of professional/ academic certificates, day and evening telephone numbers, e-mail address, names and addresses of three references to:

Head of Human Resource and Administration
ASARECA
Plot 5 Mpigi Road
P.O. Box 765, Entebbe, Uganda
E-mail to: hr@asareca.org

Deadline: 2nd April, 2015