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Logistics and Procurement Assistant

POSITION: Logistics and Procurement Assistant

LOCATION: Kampala

EMPLOYMENT TIME: Full-time

EXPERIENCE: 2-3 years

TRAVEL REQUIRED: 10%

REPORTING TO: Country Director

 

Fairventures Worldwide (FVW) is a German based organisation engaged in landscape restoration activities. Our Uganda program aims to find and implement solutions for large-scale restoration of deforested areas. FVW works with small scale farmers in Uganda to implement its reforestation programs.

FVW Programs are primarily field-based, with activities ranging from farmer and field staff training to nursery establishment, field staff supervision, seedling distribution and planting, monitoring and mapping farmer fields, as well as stakeholder coordination. FVW implements projects in the Western, Central and Eastern Uganda districts.

Job Description

The Procurement Assistant will work under the general supervision of the Country Director to implement procurement-approved guidelines and procedures, and interventions. H/She will provide administrative support for FVW’s finance and administration department through inventory monitoring, ordering supplies, data capturing and scheduling deliveries. The work also involves initiating purchase requests and keeping track of the stages through which, each order is routed until receipt and payment.

 

Key Duties and responsibilities

Procurement Roles

  • Verifying that Procurement requests are according to the procurement guidelines for review by the relevant manager and submitting for budget holder approval.
  • Supporting management / coordination of the FVW fleet and all company logistics
  • Setting and maintaining an accurate procurement filing and record system for future reference; retrieving and availing records for decision-making and auditing purposes.
  • Participating / Leading in the solicitation of potential supplier quotations through organising and collection of the required number of quotes for all procurements.
  • Participating / Leading in the selection process of suppliers by conducting an evaluation to review submitted bids, documents that enables the identification of a suitable supplier
  • Following up with vendors to ensure the items are delivered on time and participate in the verification process of goods supplied.
  • Conducting market surveys to identify supply source, evaluation of the quotations and negotiating with suppliers for better prices.
  • Checking that deliveries made are accurate; raise GRNs, and process returns to vendors if any.
  • Maintaining an updated list of suppliers and other service providers.
  • Liaise with the finance department to ensure all documents are complete for prompt and accurate payment to vendors.
  • Complying with all relevant FVW policies and procedures with respect; to the code of conduct, fraud, health and safety, equal opportunities and other relevant policies.
  • Reviewing and updating the procurement policy and guidelines where necessary.
  • Ensuring that all procurements meet FVW policy standards and guidelines stipulated in the Financial Management Manual

Inventory and fleet management

  • Planning, directing, managing, coordinating and supervising the programs for acquisition, assignment, utilisation, maintenance, repair, replacement and disposal of fleet automobiles.
  • Managing inventories and maintaining accurate purchase and pricing records  both in the head and field office.
  • Ensuring all company assets are in good working condition and regularly update the asset register.
  • Performing related job duties as required.

 

Requirements

  • Bachelor’s degree in Procurement / Logistics, Supply Chain Management, Business Administration or related field.
  • Experience in procurement and logistics in an NGO
  • 2-3 years experience. Excellent Communication and interpersonal skills
  • Word, Excel, PowerPoint, Email System, Internet browsing-
  • Highly organised with good administration skills for order and information management, able to develop filing systems to ensure an auditable trail.
  • Minimum 2 years driving experience with at least class B & CM valid driving permit

 

How to Apply:

All suitably qualified and interested applicants should Email ONLY a cover letter and CV to info.uganda@fairventures.org, addressed to the Human Resource Assistant, Fairventures Worldwide. Please indicate “Application for L&P Officer” only in the email subject line.

 

Note: Only successful applicants shall be contacted.

Deadline: 25th June 2023 not later than 5:00pm EAT

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