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Kampala, Uganda

Full-time

Deadline: 

January 4, 2024 at 2:00:00 PM

About the Organisation

Management Sciences for Health (MSH) is a global nonprofit advisory organization that provides governments, health organizations, and the private sector with the strategies, tools, and management support to effectively and efficiently deliver high-functioning health systems.

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Job Title

Procurement Manager job at Management Sciences for Health (MSH)

Job Description

The role of the Procurement Manager is to ensure that the procurement of goods and services is conducted efficiently and effectively in compliance with MSH/Donor procurements policies and procedures. As supervisor for procurement staff, ensures that they follow core systems in procuring goods and services in compliance with MSH procurement policies and procedures. They ensure that the department operates as a cohesive, neutral, functional unit that provides high-quality, responsive, timely, and cost-effective services in the implementation of the project within the framework of local laws, MSH policies and standard operating procedures, and donor requirements.

Duties and Responsibilities

MAIN DUTIES & RESPONSIBILITIES

General Responsibilities (80%)

  • Develop and execute responsive procurement systems as per MSH and donors’ rules and regulations (for office management, procurement, and logistics, inventory records, IT services, workshops, etc.) in line with local laws and regulations, MSH policies and standard operating procedures, and donor requirements to ensure all projects receive the proper support.

  • Liaise with the Accounting Manager in timely tracking of all commitments/accruals and ensure they are correctly recorded in QuickBooks and Produce weekly, monthly, and quarterly updates for key management decision-making on major procurement issues.

  • Lead and maintain and updated Purchase Order log/Tracker and provide regular updates on the status of procurements.

  • Participate in risk register development and implementation and take proactive steps to mitigate risks within operational functions.

  • Coordinates with the Global Services Unit Procurement Team on all international procurements when necessary and manages importation and customs clearance.

  • Maintain and update the supplier database which is able to adequately serve the needs of the country program and effectively manage suppliers to ensure timely delivery of the requested supplies.

  • Oversees open and closed tender procedures and performs comprehensive analysis in close liaison with the respective procurement committee members on a case-by-case basis and in line with the Operations Manual and local Procurement SOP and Manages and oversees procurement contracts including troubleshooting, negotiation and supplier performance management.

  • Lead and ensure procurement Workflow processes are accurate, and that these are translated into Service Level Agreements which respond to the needs of Projects/Programs.

  • Lead and Manage procurement of all Project equipment, goods, Supplies, and services conducted as per donors’ Rules and regulations and MSH Procurement Policies.

  • Establish and monitor KPIs to ensure timeliness, efficiency.

  • Develop and analyze monthly procurement reports, follow up on arising issues to monitor procurement performance, and take corrective action in a timely manner.

  • Engage with the Program Leads on the development of the Detail Annual Procurement Plans providing key procurement components in collaboration with all other procurement staff as well as leading on the implementation, monitoring, and reporting of the procurement progress.


Supervision (20%)

  • Supervise all Procurement staff and ensure that the team is accountable for their performance management (including regular results, check-ins, formal appraisals, supportive supervision, rewards, training, coaching, and career development support).

  • Ensure staff actions are governed by the highest standards of personal and business conduct as stipulated in policy guidelines.

  • Contribute to maintaining teamwork, discipline sound work relationships, and productivity.

  • Ensure that unit staff charge their time to the different Programs/Projects/Country offices in a manner that accurately reflects their level of effort.

Qualifications and Competencies

QUALIFICATIONS

Required Minimum Education

  • An advanced degree in logistics, supply chain management or business administration with 10 years post-degree experience. A professional certificate in Procurement / Logistics will be an advantage.

  • 7 - 10 years of relevant and progressive experience in procurement and supply management.

  • Proven working experience in managing a procurement team.

  • Experience in a USG or donor-funded project or NGO preferred.

  • Experience in the use of ERPs like Quickbooks and Deltek Costpoint.


Knowledge and Skills

  • Strong leadership, mentoring, management, planning, analytical and organizational skills demonstrated by ability to work both independently and within a team, assess priorities, and manage a variety of activities with attention to detail.

  • Proven leadership and capacity in negotiation and conflict management.

  • Knowledge of donor regulations preferred and ability to work independently, take initiative and learn complex procedures.

  • Demonstrated experience to provide technical assistance to organization and conduct trainings.

  • Excellent oral and written communication skills with fluency in English. Proficient computer skills.

  • Experience in maintaining excellent communication with Headquarters.

  • Strong computer skills, Experience with Microsoft Office, presentation software, and e-mail and Internet packages.

  • Strong organizational skills, attention to detail, and ability to work under time constraints and meet deadlines, and to work independently and take initiative.

  • Excellent interpersonal skills: demonstrated ability to interact professionally with diverse clients and stakeholders.

  • Commitment to uphold high standards of moral and ethical business practices.

  • Written and spoken proficiency in English.Experience in collecting and analyzing data.

  • Knowledge of sourcing and procurement techniques as well as dexterity in “reading” the market.

  • Demonstrated ability to interact professionally with culturally diverse staff, clients, and consultants.


Competencies

  • Functional expert – has knowledge of processes and products.

  • Influencer – relates to people, builds relationships, and effectively presents arguments.

  • Results seeker – meets deadlines, identifies actions, and achieves goals.

  • Innovator – thinks creatively, anticipates changes, and produces solutions.

  • Adaptor – stays calm under pressure and handles criticism well.

  • Complier – follows procedures and encourages others to do as well.

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How to Apply

APPLICATION FOR THIS POSITION MUST BE DONE ONLINE:
Are you interested? Click the "APPLY" button below to submit your application.

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