Procurement Assistant

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Description

Hello Hello!  Alight is recruiting for Procurement Assistant   for our program in Uganda based at Alight Kampala office. So you are interested in joining us. Welcome, we are happy you’re here.

Alight (formerly American Refugee Committee) provides health care and clean water, shelter, protection, and economic opportunity to more than 3.5 million people in 20 countries each year. ALIGHT is and always has been about amazing global citizens taking action to change our world. Today, we’re facing challenging global humanitarian crises that require 21st Century solutions. But we’ve found that co-creating together with impassioned, dedicated people, limited only by their own imaginations, remains the key to designing new solutions that resonate. We still believe that Alight should exist, first and foremost, as a platform for realizing the goodwill of everyday people – people from Sweden to Somalia, Minnesota to Malaysia, and Uganda to the U.S.

When you join us, you’ll find…

A team with deep experience in co-designing solutions that create new value around the world. We know we need to always be better, and we believe in the power and abundance of everyday people, everywhere, to change the world with us.

A culture of radical accountability to our customers –as we help build a meaningful life for and with the displaced, we ask them what they want and then deliver on it.

An organization that refuses to settle for anything less than delivering human-worthy services.

If you believe in an abundant world full of amazing people who want to help; in the simple human justice to build a life; and in doing a better thing, then read on!

What we do in Uganda

Alight Uganda works with its partners and constituencies to provide opportunities and expertise to refugees, displaced people and host communities – to better survive conflicts and crisis, and to rebuild lives of dignity, health, security and self-sufficiency. Alight has consistently operated in Uganda since 1994, and today has a strong and committed team of over three hundred personnel who include full time staff and temporary workers, and hundreds of community volunteers – implementing programs in Protection, GBV, Child Protection, Community Based Protection, Legal assistance, MHPSS, Water, Sanitation and Hygiene, Shelter and general Infrastructure, Clean Energy, and Livelihoods/Economic Resilience. Our work in Uganda currently covers six refugee settlements and five transit centres including border points and their generous Ugandan-host communities. And we are always looking to deepen our work and, jointly with our partners, offer lasting impact with and for the communities we serve!

About the Position

The Procurement Assistant will be responsible for processing procurement requisitions, sourcing, evaluation, order placements for procurements within the threshold of cash and receipt, single and simple quotation procedures as well as follow up with vendors in compliance with Alight policies, procedures, process and guidelines to support Alight Uganda Program. He/she will ensure that ALIGHT’s and other applicable procedures and regulations relating to procurement function is complied with in regards to program support. He or she will support, guide and effect procurement requirements within defined thresholds for ALIGHT Uganda to achieve better service delivery and cost-effectiveness using best and emerging practices in Procurement Management. S/he will also provide support to procurement needs of operations focal points at ALIGHT Uganda field sites across the Country Program portfolio.

Key Duties & Responsibilities

Procurement and Supply Chain Management:

• Prepare PRF’s for service and goods relating to Logistics and Supply Chain department.
• File reviewed and approved PRF’s submitted to the Procurement Officer.
• Check and confirm specifications of goods and services are clear and precise in PRF’s prior to sourcing for quotes to ensure goods quality and value for money in procurement of goods and services.
• Draft RFQ’s for cash, single quotation, and simple quotations procurement thresholds in line with defined procurement procedures in Country Logistics Manual.
• Draft Bid Analysis for simple quotation procurement thresholds, submit to the Procurement Officer for review and follow up onward review and approval by different stakeholders in line with DoA matrix.
• Support to prepare evaluation reports (minutes and CBA’s) for the procurement committee meetings in tender and supplier prequalification processes as and when required.
• Prepare Purchase Orders (PO) for approved Purchase Request Forms and Bids Analysis for cash and receipt, single quotation and simple quotation procurement thresholds, and negotiate competitive prices, better delivery timelines and ensure high quality of goods and service in the best interest of Alight.
• Follow up executed orders with contracted vendors to ensure prompt and timely service and goods delivery in line with stipulated lead times.
• Scan and upload all procurement documents for ease of review and approval in Ready Sign platform and e-filing.
• Update the procurement tracker on daily basis with details of progress on procurement transaction files for monthly reporting.
• Track and record of all payments submitted to Finance for settlement of supplier claims into invoices tracker for spend analysis and commitments mapping.
• Ensure proper and accurate filling system of procurement transaction copies for purposes of compliance to standard record keeping, audit trails and traceability. 
• Provide regular feedback to all requesters on the status of their procurement requisitions and delivery timelines upon order placement.
• Liaise with the finance department to administer the final payments to vendors in line with the terms and conditions outlined in the PO and contracts.  
• Perform any delegated tasks as and when assigned by the supervisor to support Logistics and Supply Chain Department.

Reporting and Documentation:

• Update the procurement tracker and submit to the procurement officer for prior review to inform weekly status updates every Friday to keep the program teams informed with the status of their procurements in sourcing pipeline.
• Maintain the filing system of all procurements and maintain a good record of all procurements in collaboration with the procurement officer.

Scan all procurement files and file for traceability to ensure a proper filing using e-filling system for all the procurement related documents

Requirements

Qualifications and experience:

• Minimum of Bachelor’s degree in Procurement and Logistics Management /or Operations, Business administration, International trade, Commerce, Development Studies, or related field.
• Minimum of two (02) years of work experience with development or relief organizations working in complex emergency situations and/or development settings.
• High proficiency in reading, writing and speaking English; also proficiency in the use of computers and standard application, including use of Information Management Systems (IMS), word, excel and power point is required.

Behavioral competences:   

• Strong analytical, written and verbal skills
• High level of integrity, accountability and personal ethic
• Good interpersonal skills; ability and inclination to work in/with teams
• High level of self-drive, discipline and desire to achieve
• A go getter requiring minimal supervision to work towards results
• Willingness to travel and stay for extended periods in remote refugee sites to support work.

Others/Extra Details

Benefits

Meet and interact with a borderless Team of 2,500 staff globally  that sees possibility, celebrates moments of abundance, shares new ideas, and strives to do a better thing every day.

Learning & Development – Access thousands of free online learning courses to take at your own pace and tailor to your professional goals.

Health, dental, and MedEvac Insurance – We strive to offer the best-in-class healthcare plans to our staff each year.  We cover 100% of the cost for your health premium and coverage for your spouse/dependents.

Retirement – We contribute 6% of your gross salary towards severence regardless of your contribution amount at the end of your service.

Generous Leave Time – Between vacation days, personal leave days, and holidays, you have ample opportunity to take time off when you need it of upto 24 days in a year.

Who We Are

We are on a journey to build Alight, a new platform of amazing people and organizations providing lifesaving services and creating breakthrough solutions for and with the displaced. WeAreAlight.org

Alight is an Equal Opportunity Employer offering employment without regard to race, color, religion, gender, sexual orientation, gender identity, age, national origin, citizenship, physical  disability, or protected veteran status.  Alight complies with all applicable laws governing nondiscrimination in employment.