Administrative & Procurement Officer 420 views0 applications

Heifer International is an equal opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identify, sexual orientation, age, status as a protected veteran, among other things, or status as a qualified individual with disability.

FUNCTION

The Administrative & Procurement Officer will work with the country program team to judiciously and efficiently implement the operational plans and targets including; supply chain, procurement, logistics and fleet management in accordance with Heifer Project International (HPI) policies/procedures and Donor requirements.

ESSENTIAL CHARACTER TRAITS

Hardworking, self motivated, positive attitude, team player with integrity,trustworthy, outgoing and flexible

RESPONSIBILITIES AND DELIVERABLES

Coordination of procurement processes ensuring value for money and compliance (35%)

DELIVERABLES

• Develop annual procurement plan to guide procurement activities. Ensure that project specific procurement plans align with the overall country plans.
• Manage the process of procuring goods and services and/or contracting in accordance with
• (Heifer Project International) HPI procedures and Donor Requirements.
• Coordinate the pre-qualification of suppliers/service providers.
• Solicitation of bids, analysis and presentation to the procurement committee in line with HPI procurement policy & guidelines.
• Support the procurement committee and project managers in the procurement process through coordinating all procurement committee meetings, following up on procurement requests, LPO and purchases.

Coordination and management of fleet, logistics and ensuring timely delivery of goods & services. (30%)

DELIVERABLES

• Provide logistical support for travels both to the field and out of the Country.
• Coordinate fuel management including timely submission of fuel requests and accountability.
• Follow up with managers and drivers to ensure fuel receipts and log book records are submitted by end of the month
• Review logbooks and prepare the monthly fuel consumption Report and notify management on any anomaly.

Provide administrative support for the smooth running of the Country Program activities. (20%)

DELIVERABLES

• Coordinate country office meetings, conferences and workshops as well as accommodation and entertainment arrangements for organization visitors and regional staff including study tours.
• Organize and schedule travel arrangements for staff that are travelling out of the Country, including ticket reservation, Hotel reservations and airport transfers.
• Spearhead organizing Quarterly Program and Staff General Meetings.

Ensure effective records and Information Management. Including dissemination of reports required to managers, projects, donors and HQ (10%)

DELIVERABLES

• Maintain and update project databases including documents in hard /soft copy formats on project files and ensure that records are up to date, filed and archived.

May perform other job-related responsibilities as assigned (5%)

Minimum Requirements

• Bachelor’s degree in Logistics, Procurement, Administration or business studies from recognized college or university with at least two (2) years’ relevant work experience
• Experience in working with international organizations.
• Basic computer skills, writing and analytical skills is required.
• Post-graduate Diploma or part qualification of a professional course in logistics or procurement is an added advantage with at least two (2) years’ relevant experience in administrative support or similar employment

Required Experience

Most Critical Proficiencies

• Excellent organizational and administrative skills.
• Knowledge of word processing, spreadsheets, database and electronic mail software (Microsoft preferred).
• Strong English language skills – oral and written.
• Good communication and interpersonal skills.
• Team player and bridge- builder with demonstrated ability to collaborate across multiple levels, project participant, partners, government agencies, institutions, Heifer senior leadership.
• Confident in and experience with the use of technology in development.
• Demonstrated ability to work collaboratively and effectively with colleagues and stakeholders
• Strong writing and presentation skills for a variety of audiences including donor reporting and materials for publications.

Essential Job Functions and Physical Demands

• Excellent interpersonal skills with the ability to work cooperatively, tactfully and diplomatically with a culturally diverse group of people.
• Constant face-to-face, telephone and electronic communication with colleagues and the general public.
• May require constant sitting; working at a computer for extended periods of time.
• Ability to work with sensitive information and to maintain confidentiality.
• Self-motivation and working with minimum supervision with ability to work long or irregular hours as determined by project deadlines.
• Ability to organize, prioritize tasks and work independently is essential.
• Willingness and ability to work outside of normal business hours.

Job LocationKampala, Uganda