Reports to: Procurement Manager
Division: Corporate Services
Department: Procurement
Grade: M2
Direct reports: None
JOB OVERVIEW:
The procurement Officer supports the effective delivery of procurement services by promoting a collaborative, client-focused, quality and result-oriented approach in the Procurement Unit
KEY DUTIES:
- Engage in the pre-qualification of suppliers at the beginning of each year and have them registered in the supplier database.
- Coordinating with user departments on product/service specifications for their needs to ensure timely delivery of the right supplies or services.
- Submitting sourcing for supplies/services, obtaining quotes and proposals and sharing them with the Procurement Manager for Evaluation and approval
- Ensuring all the necessary documentation regarding international purchases like tax exemptions and import permits are acquired ahead of time to ensure smooth clearance of goods at all terminals until delivery to our warehouse in coordination with the procurement manager.
- Follow up with the clearing agents to ensure to ensure smooth and timely clearance and delivery of shipments.
- Ensure adherence to the company procurement policy, rules and procedures, making sure all requisitions and orders are initiated, tracked and closed in the D365 System.
- Ensure all Invoices from suppliers are submitted timely and follow up with Finance for payment updates and ensure that payment slips are shared with respective suppliers.
- Updating all key stakeholders (user departments) on the status of their pending requisitions.
- Ensure that a report is submitted every end of month to the procurement manager detailing purchases per department, status, Category, and supplier.
- Prepare all Payment Vouchers needed for cash purchases, and ensure they are approved and submitted to Finance.
- Work closely with the procurement Manager to ensure all supplier contracts are negotiated, updated and uploaded on the contract’s tracker.
OTHER DUTIES:
- Receiving approved requisitions and process appropriate documents procedures for local or oversea purchases/services/contracts.
- Checking and classifying precedence of the requisition and process as priority setting of the material needed.
- Maintaining appropriate records, file all documentation of the procurement process for accountability and audit purposes (Requisition, RFQ, Quotations, POS, Invoices, Receipt, Delivery Notes, GRNs)
REQUIRED TECHNICAL SKILLS, TRAINING & EXPERIENCE
- A bachelor’s degree in Purchasing and Supply chain management/Logistics, Business Administration or related discipline.
- At least Three years of working experience in a similar role.
- Must be adept at problem-solving in a timely manner.
- Must possess strong interpersonal skills
- Must be able to communicate clearly, both written and orally,
- Must be able to prioritize and plan work activities to use time efficiently.
- Must be organized, accurate, and able to ensure quality work under tight deadlines.
- Able to uphold and respect procurement ethics and to conduct activities with integrity.
- A team player who demonstrates integrity, ethics, patience and flexibility
- Be able to work in a multicultural environment.
Job Category: Shared Services
Job Type: Full Time
Job Location: Butembe-Buikwe
