Procurement Officer job at Makerere University Joint AIDS Program | Apply Now

Work with the Project technical teams, and the Finance/Administration team, to plan for and implement detailed and efficient operational procurement support to project supported districts, health sub districts and health facilities. This includes but is not limited to: logistics support for on-site and off-site project supported activities.

Establish and implement a monitoring system that ensures prices paid for goods and services are in line with local market prices.

Develop and consolidate Procurement Plans and budget for every financial year and account for expenditures in accordance with MJAP and USG procurement policy and guidelines.

Review, develop, update and monitor the implementation of the MJAP procurement policy, guidelines and tools in accordance with the USG and MJAP procurement policy and guidelines.

Conduct supplier pre-qualification and management; prepare pre–qualification documents, invite public bidders for pre-qualification exercise and conduct price search and market surveys in line with the procurement rules and regulations.

Prepare bidding documents, invite the shortlist bidders to submit their proposals and manage the Tender/Bid opening and communication of awards as per procurement rules and guidelines.

Prepare and submit quarterly Procurement reports to Director Finance and Administration and respond to all queries or communications regarding the reports in line with MJAP procurement policy and guidelines.

Organize and manage contract negotiations with pre-qualified suppliers to negotiate terms and conditions of contract in line with MJAP and USG procurement policy and guidelines.

Review and monitor the implementation of a contract management system for the procurement process and provide technical support to user departments in contract management, in line with MJAP procurement policy and guidelines.

Documentation and Payment Processing: in coordination with finance team such as the Finance and Operations Manager, Finance Officer, and the Program/Finance Assistants, to ensure adequate documentation in support of various project events such as field training and meetings and other meetings involving internal and external staff and other stakeholders. S/he will design a system that puts in place a robust mechanism for the prompt and timely submission of such supporting documentation to the finance office to facilitate timely payment processing.

Coordinate and manage the disposal of assets in accordance with MJAP and USG procurement policy and guidelines.

The Procurement Officer is responsible for the creation, management and ongoing maintenance of a filing, archiving and retrieval system in electronic and hard copy formats for MJAP procurement policy and guidelines, in accordance with established policies. S/he will also maintain records of official correspondence and communications and create a system to log both incoming and outgoing correspondence relating to procurements.

Supervision, Training & Development: The Procurement Officer will directly supervise the Procurement Assistant and ensure performance of the highest standard; consistent with project needs.