Uganda: Procurement Manager, Ugandan National

Organization Description

The International Rescue Committee (IRC) responds to the world’s worst humanitarian crises and helps people to survive and rebuild their lives. Founded in 1933 at the request of Albert Einstein, the IRC offers lifesaving care and life-changing assistance to refugees forced to flee from war or disaster. At work today in over 40 countries and 22 U.S. cities, we restore safety, dignity and hope to millions who are uprooted and struggling to endure. The IRC leads the way from harm to home.

The IRC has been working in Uganda since 1998. The current program portfolio in Uganda includes health, peace building, gender-based violence, economic recovery and agribusiness, and children & youth.

Scope of work

Procurement is a relatively big function within the IRC Uganda country program. It supports three different programs and support team to implement its activities and it therefore requires a lot of commitment to handle a large volume of procurements that are usually required within a specified timeframe. This job requires someone who is knowledgeable in procurement procedures and who is able to deal with unforeseen challenges. The main purpose of this job therefore is to ensure all procurements are done on a timely basis without compromising known IRC standards. Procurement works closely with all sectors to ensure that planned activities are implemented accordingly.

Key Responsibilities

Procurement Management

• Responsible for creation and management of list of Supplier Agreements, using IRC’s selection and pre-qualification processes. Update list on a regular basis and circulate to relevant staff.


• Responsible for Due Diligence checks (supplier references, site visits, historical data, and anti-terrorism compliance) for Authorized Suppliers and Contracted Suppliers.


• Manage Contracted and Authorized Suppliers in terms of quality, delivery time, and value for money.


• Conduct regular market surveys in key procurement categories to ensure that IRC is receiving best value for money.


• Focal point for all international procurement conducted through the New York.


• Prepare Requests for Proposal and manage contract/tender processes.

Compliance

• Implement in-country Procurement policies and procedures in compliance with the IRC standards & reviewed/approved by the Operations Coordinator /CD


• Monitor the policies and procedures to ensure that they are kept updated and relevant to the in IRC Uganda country situation and IRC programming requirements.


• Ensure that compliance with policies is documented through systematic and random verifications of policy implementation and Procurement records, based on a schedule agreed with the Operations Coordinator.


• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.


• Promptly inform the Operations Coordinator of any areas of concern of potential or suspected violations of policies and procedures.


• Ensure there is no negative audit observations/findings related to Procurement. If required corrective actions plans are developed & implemented to address audit findings.


• Ensure that issues of compliance are standardized across all field sites.

Representation and Advocacy

• In coordination with the Country Director, actively develop and maintain effective working relationships with key stakeholders in Uganda including donors, government actors, UN agencies, international and local NGOs, and other relevant actors.


• Develop strategic partnerships with local organizations, wherever possible.


• Represent IRC to local communities, government departments, international agencies, local partners and donors as required.


• Assist in organizing donor site visits by supporting field staff in the smooth design and implementation of agendas and visit activities.

Documentation and Reporting

• Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible.


• Monitor procurement records to ensure that each procurement request is fully and clearly documented according to IRC policy.


• Prepare monthly Purchase Request Tracking report and consolidate all Purchase Request Tracking from Country field office reports. Share report with Operations Coordinator, Supply Chain Department in the region, and other internal departments as required.


• Analyse Purchase Request Tracking in order to ensure that all procurement is carried out efficiently and in a timely manner.


• Prepare Finance-related reports such as Cash Projections and BvAs.

Training & Outreach

• Organize Procurement trainings for both program and operations staff on a regular basis.


• Develop and maintain an effective orientation package, and ensures that new staff members are appropriately orientated on Procurement policies and procedures in a timely manner.


• Ensure that Procurement department maintains cooperative relations with other departments, and interacts with them in a positive manner.


• Identify training needs for Procurement staff and make recommendations to the Operations Coordinator.

Staff Supervision

• Set clear performance objectives for staff you supervise and ensure that they are understood.


• Conduct interim performance reviews every six months and hold one to one feedback discussions with staff that you supervise on a regular basis to ensure that performance objectives are being met.


• Conduct annual performance evaluations for staff that you directly supervise and manage poor performance and disciplinary issues in accordance with IRC HR policies and procedures.


• Ensure that staff annual leave is tracked and planned in advance and that there is sustainable coverage and backup for all staff going on leave.

Requirements / Qualifications

Education:

• Masters or Relevant education degree or certification in Procurement Management Supply Chain management, Business Management or related field.

Work Experience:

• 4+ years’ progressive management and leadership experience, including in conflict areas and insecure environments.


• Experience working with multi -projects, including relevant rules and regulations.


• Field experience of managing a large multi-site and large budgets.

Demonstrated Skills and Competencies:

• Solid knowledge and understanding of practical Procurement Procedures and maintaining supply pipelines in areas with weak infrastructure.


• Strong organizational, interpersonal and communication skills.


• Ability to write narrative and analytical spread sheet reports


• Proven computer literacy in MS-Word, MS-Excel MS-Access or related programs required


• Ability to plan, prioritize, coordinate and perform multiple tasks simultaneously


• Ability to work under pressure and to meet deadlines


• Spoken and written fluency in English desired


• Willingness to put in extra hours in emergencies


• Willingness to travel to the field and support field teams.


• Systems oriented individual


• Good team player