Procurement and Supply Chain Manager Job Vacancies – The AIDS Support Organization (TASO Uganda)
Job Title: Procurement and Supply Chain Manager
Organization: The AIDS Support Organization (TASO Uganda)
Duty Station: Kampala, Uganda
Reports to: Executive Director
Ref:TS/HR/ ADVC01: Procurement and Supply Chain Manager
About US:
The AIDS Support Organization (TASO Uganda) is an Organisation contributing to a process of preventing HIV infection, restoring hope and improving the quality of life of persons, families and communities affected by HIV infection and disease. TASO is implementing various projects funded by the President’s Emergency Plan for AIDS Relief (PEPFAR) through the Center for Disease Control and Prevention (CDC), United States Agency for International Development (USAID) and the Global Fund to support the Government of Uganda accelerate epidemic control and the attainment of the UNAIDS 95 95 95 goals.
Job Summary: The Procurement and Supply Chain Manager shall take a leadership role in executing an effective and efficient procurement and supply chain function. He/she shall manage the entire process in the planning of procurement and supply chain activities and, shall ensure value for money and competencies in maintaining transparency, integrity and compliance with established rules and regulations.
Key Duties and Responsibilities:
- Manage the entire process in the planning of procurement and supply chain activities, inventory control, logistics and distribution, ensuring effectively-functioning processes to avoid costly delays and lost opportunities.
- Promote effective lines of communication between the user departments and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the most appropriate procurement procedures.
- Introduce process improvements in the supply chain and identify new vendors/suppliers without jeopardizing quality and service delivery.
- Manage relationships with vendors, suppliers and contractors that facilitate smooth flow of services.
- Ensure full compliance of procurement activities in line with the TASO Procurement Manual.
- Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements.
- Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, monitoring and elaboration of improvements in systems and processes.
- Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations and payment conditions, contractors, performance evaluation and risk assessment.
- Implement strategic procurement including sourcing strategy, supplier selection and evaluation, quality management, customer relationship management and performance measurement.
- Ensure timely preparation of procurement plans for projects and monitor their implementation in full compliance with the TASO Procurement Manual.
- Review and pre-clear submissions below the Headquarter Procurement Committee (HPC) thresholds.
- Develop and manage the rosters of suppliers, elaborate supplier selection and evaluation, quality and performance measurement mechanisms.
- Prepare monthly, quarterly and annual procurement plans and progress reports as required.
- Assess the needs and prepare requirements, specifications as required for pharmaceuticals and health products.
- Prepare documentation for specifications, selection, quantification, procurement and distribution of pharmaceuticals and health products.
- Monitor the distribution and ensure timely availability of pharmaceuticals and health products to all the SRs and the Private Not for Profit (PNFP) facilities.
- Make field visits to support and validate PSM related reporting from SRs and PNFP facilities
- Train and mentor SR and staff on PSM procedures for handling of pharmaceutical and health products.
- Ensure that information on the supplies of pharmaceuticals and health products to SRs and PNFP facilities
- Provide oversight over various contract management processes and ensure transparency.
- Develop and implement systems for internal control that would ensure compliance with contractual terms and conditions in collaboration with the heads of departments.
- Negotiate contract terms with bid winners and the selected contractors in the best manner achieving the best interest of TASO.
- Monitor and analyze contract performance against agreed benchmarks through agreed reporting mechanisms and advise TASO Management on potential issues and recommend remedial actions
- Negotiate, within the terms and conditions of the contract, solutions to conflicts/problems arising in case of poor performance or non-compliance with contractual obligations and convene meetings with contractors to allow ample opportunity for the identification and early resolution of potential disputes.
- Conduct activities required by the contract including logistical support, accreditation, licensing, verification of goods, monitoring of activities and performance of suppliers.
- Develop appropriate contract management tools, guidelines and manuals for standardization and knowledge sharing purposes.
- Review Purchase Orders, Amendments, and requests for contract awards ensuring that all specifications, terms and conditions are clear and correct.
- Prepare assets disposal plans and take lead in the disposal process in compliance with established rules and procedures.
- Conduct physical visits on a regular basis with the aim of monitoring and evaluating the disposal process at different COEs/ Projects
- Facilitate customs clearance of imported supplies, materials, equipment and/or vehicles.
- Organize and deliver trainings for the operations/project personnel on procurement, supply chain, logistics, assets management and synthesize lessons learned and best practices
- Conduct timely performance appraisals and target setting.
- Mentor and coach subordinates to promote a skilled procurement resource.
- Promote a zero-tolerance for violations of procurement policies and procedures and ensure all activities are compliant with standard reporting requirements and audits.
- Manage the entire Procurement Office and coordinate with respective practitioners from projects and COEs.
- Ensure regular submission of procurement activity reports, logistics and assets disposal reports to management.
Key Outputs
- Procurement and Supply Chain Functions implemented
- Contracts Administration and Management done
- Logistics and supply chain Management done
- Bidding documents developed and bid evaluations done as per policy
- Procurements for Sub-recipients (SRs) reviewed for no-objection
- Capacity of SRs in procurement and supply chain management built
- Leadership and Supervision provided
Qualifications, Skills and Experience:
- The applicant must possess a Chartered Institute of Purchasing and Supply Management Certificate, a Master’s Degree in Procurement and Supplies Management and Membership to the Institute of Procurement Professionals of Uganda (IPPU).
- At least five years of experience in the management of procurement activities in a fairly large organization, preferably donor-funded. At least two (2) years’ experience in operations related to supply chain management of health and / or pharmaceutical products
- Familiarity with the operations of the health sector in Uganda
- Specific Knowledge of Laws, policies and regulations governing procurements will be an added advantage.
- Key Skills: Interpersonal skills, Communication skills, Negotiation skills and Computer skills.
- Other Qualities/Attributes: StrongIntegrity, Confidentiality, Team player, Empathy, Visionary and Proactive and Innovative.
How to Apply:
All qualified candidates are invited to submit their resume, copies of certified academic certificates, testimonials and three referees, two of which should be professional referees including their telephone and email contacts.
All interested Candidates MUST fully fill the TASO Online Job Application Form, scan and save all the relevant documents in one folder and forward online applications with the relevant credentials to:
Deadline: 27thFebruary 2020 by 11:59 pm
NB: While TASO appreciates all the interested applicants, only shortlisted candidates will be contacted for interviews. In case you do not hear from TASO Uganda One (01) month after the closing date, please consider yourself unsuccessful.