Jobs at East African Development Bank in Uganda - Procurement Officer

JOB TITLE: Procurement Officer

Overall Purpose

The Procurement Officer is responsible for effectively manage the purchasing and supplies management functions through the application of professional procurement and inventory management practices to maximise value from externally sourced products and services. The position is responsible for developing focused strategies for procurement of products and services, supported with favourable service agreements and to offer advice and direction to staff and management, as required, with regard to procurement in support of the business objectives. In addition, the job must coordinate cost effective disposal of assets in accordance with Bank policies and regulations.

Duties and Responsibilities
Procurement Planning

* Plan and carryout pre-procurement activities in line with and in support of business objectives.
* Work closely with other departments to create and deliver procurement strategies, policies and procedures which support the aspirations of all business units. Apply strategies which ensure continued supply of high quality and cost competitive products and services to the Bank.
* Study market trends and establish practical market knowledge to determine reliable suppliers of goods and services for the Bank.
* Facilitate user departments in needs assessment and to write clear specifications.
* Interact with users to prioritize their needs and prepare analysis reports.
* Develop prequalification lists according to Bank regulations and guidelines.
* Document for approval procurement plans and schedules
* In liaison with Head of Corporate Affairs develop tools and apply professional procurement techniques to the purchase of goods and services
* Negotiate and apply appropriate supply agreements for goods and services. When in place ensure these are appropriately managed and updated.

Tender Committee

* Provide secretarial services to the Tender committee.
* Run professional tender processes to ensure objective selection of suppliers for goods and services.
* Prepare documents for Tender committee.
* Prepare and drive the bid evaluation process.
* Analyse, interpret and where required present the results of market analysis, tender results and recommendations to through written reports and actual presentations to facilitate decision making.

Procurement Activities

* Carryout routine activities to purchase good and services for the Bank from local and international markets.
* For local purchases, process Local Purchase orders as required; follow up deliveries; record goods received; coordinate inspection of goods received by user departments; process Goods Received notes; pay taxes appropriately; and initiate payment for goods delivered.
* For imports, clear goods on arrival through Customs at various ports of entry; comply with all tax regulations; initiate payment for goods delivered and payment of taxes; keep in constant touch with ports of entry for any goods arrival so as to avoid high demurrages; and monitor changes in tax/import regulations that affect procurement activities.
* Carryout research to keep abreast with developments in the market. Brief colleagues on market developments which may impact supply of goods and services.
* Keep up-dating self on procurement rules and regulations and work closely with other functions of the Bank to effectively respond to their needs through timely and effective supply of good and services.
* When required, lead project teams to ensure execution of procurement projects.
* Manage suppliers/ contractors to ensure that the bank gets value for money from services and good delivered.
o Negotiate contracts with suppliers to deliver best value to the Bank. Implement and manage supplier/ contractor agreements for the Bank

Reporting

* Prepare relevant reports as requested by line manager and Tender Committees
* Prepare and maintain information for use within Bank relating to procurement performance.
* Provide information to the audit department to support their activities

Management and Accountability for Inventory

* Take responsibility for the storage and safety of inventory.
* Carryout annual stock counts of the inventory and timeously account for the goods
* Ensure that goods and services are delivered to the right users within a reasonable time frame.
* Put in place procedures and tools to support distribution of goods. Keep accurate records of distributed goods.
* Review and analyse country office purchase reports and usage of goods, and report accordingly.

Asset disposal

* Participate in the development or review of asset disposal policies and procedures.
* Identify assets to be disposed;
* Prepare asset specifications;
* Participate in the assessment of asset value;
* Scout for buyers; or prepare for competitive bidding;
* Advertise, receive and open bid documents;
* Attend contracts committee meetings;
* Prepare preparation of contract documents; and
* Report on disposal of assets activities to immediate supervisor

Perform any other duties assigned by Management

Expected Output

The expected output of this job is a transparent, smooth and effective procurement and inventory management. This will involve: timely supply of quality good and services to the Bank; Procurement within budgets; Total Procurements handled in a specified period; compliance with the Procurement Guidelines; Hedging suppliers’ payments (OTP Reports); cost management/reduction; and accountability for goods purchased.

Qualifications & Experience

* A good University degree in Procurement, Commerce, Business Administration or Accounting;.
* A recognised professional qualification in procurement;
* Membership of a professional procurement body;
* Minimum of 5 years procurement experience in a senior role in large commercial and reputable organisation.
* Proven experience in local and international procurement including ability to successfully carryout complex procurements.
* Ability to work with suppliers and build long term competitive supply relationships.
* Ability to analyse data and give presentations to all levels of management
* Ability to influence, communicate effectively and work with minimum supervision.

Other Attributes

* Excellent Negotiation skills
* Analytical and presentation skills
* Excellent planning and organizational skills
* Results driven and pro-activity
* Cultural awareness
* Attention to detail
* Concern for standards
* High level of integrity

How to Apply:

If your career aspirations match these challenging and exciting roles, please email your application quoting the relevant job title by 21 November 2011 to The Human Resources Manager at the following email address: recruitment@eadb.orgThis e-mail address is being protected from spambots. You need JavaScript enabled to view it . Please attach your comprehensive Curriculum Vitae including an e-mail address, daytime telephone contact, qualifications, experience, present position, names and addresses of three referees. All applications should be sent online by email. Applicants for all positions must be nationals of the EADB Member States. Only short listed applicants will be contacted

Closing Date: 21 November 2011