Temporary Procurement Officer (Maternity Cover)

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Description

Hello Hello!  Alight is recruiting Temporary Procurement Officer  for our program in Uganda to be based at Kampala  Office. You’re interested in joining us? Welcome, we’re 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 Temporary Procurement Officer will be responsible for overseeing procurement sourcing, evaluation, order placements and 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 lead, guide and effect procurement needs for ALIGHT Uganda to achieve better service delivery and cost-effectiveness using best and emerging practices in Procurement Management. S/he will also provide technical support and capacity building to procurement focal points at ALIGHT Uganda field sites across the Country Program portfolio

Key Duties & Responsibilities

Procurement and Supply Chain Management:

• Receive and check for clarity and approval of all procurement requests from various departments.
• Support the country wide procurements in a timely and cost - effective manner. 
• Ascertain specifications, financial codes and appropriate authorization on procurements.  
• Obtain quotations from ALIGHT’s pre - qualified vendors in effecting competitive and fair procurement processes, in line with ALIGHT and donor regulations.
• Prepare Purchase Orders (PO) for approved Purchase Request Forms, Bids Analysis and negotiate competitive prices and delivery timelines. 
• Support to the field offices in terms ensuring that all the procurements are conducted as per the approved procurement plans, as well as abiding by the different doner procurement guidelines
• Participate in tender evaluations and present the reports to the Tendering Committee (Procurement Committee) for review and recommendation of award of orders or contract.
• Responsible for conducting supplier sourcing as a way of identifying credible vendors in pre-qualified supplier database to transact supply Alight in a transparent, competitive and fair manner.
• Support in tendering processes by issuing out bids to interested bidders.
• Support the Logistics & Supply Chain Manager with handling of country program tender processes to ensure effectiveness, transparency, accountability and competitive purchase of goods and services.
• Regular follow up of purchase orders (PO) with suppliers to ensure timely delivery of supplies and services.
• Providing weekly updates to the various programs on the status of the procurement being handled at the country office through sharing the weekly status updates.
• Proactively track all orders issued out to vendors and ensuring deliveries are made with in the shortest time possible.
• 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.

Reporting and Documentation:

• Review and update the procurement status, share weekly every Friday to keep the program teams informed with the status of their procurements in sourcing pipeline.
• Maintain the monthly procurement tracking report by updating all procurements at Kampala Level and submit to the procurement manager at the end of every month.
• Maintain a suppliers database and introduce cost-effective and transparent bid collection practices
• Carry out regular market assessments and maintain accurate knowledge of market prices for most common goods and services requirements of the country office.
• Develop price list for regularly procurement goods and services to guide the program team in budgeting and proposal development on prevailing average market prices.
• Maintain the filing system of all procurements and maintain a good record of all procurements
• Ensuring a proper filing system through the use of e-filling system for all the procurement related documents.
• Ensure proper filling of all the crucial procurement files i.e. Frame work agreements (FWA, International requests (IRs), etc.

Supplier Relationship Management:

• Attending to vendor concerns and provide feedback on matters to do with their payments, results from tendering processes among others.
• Provide feedback to various vendors on their performance regarding order fulfilment.
• Establish and maintain excellent and transparent working relations with suppliers and service providers and ensure that ALIGHT procurement procedures and requirements are communicated and understood by suppliers.
• Coordinating with vendors to ensure flexibility in terms of delivery while handling emergency procurements.
• Dialogue with vendors to ensure compliance to quality standards as per the ALIGHT standards.

People Management 

• Lead, motivate, and manage procurement and supply chain staff to fulfill their responsibilities/duties.
• Identifying fraud and corruption red flags and addresses in timely manner and report to line manager. 
• Provide logistic trainings, policy refreshers, coaching and remote guidance to the staffs as needed. 
• Conduct orientation of new staff on ALIGHT Operations Manual (Logistics and Administration).
• Perform any other duties assigned to you.

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.
• Certification in professional courses such as CIPS, CILT, etc will be an added advantage.
• Minimum of five (5) years of work experience with development or relief organizations working in complex emergency situations and/or development settings.
• Familiarity with private, UN, US government and multilateral donor Logistics requirements and working.
• 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).

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.