JOB SUMMARY

The Procurement Advisor will oversee the procurement function to deliver the strategic and operational goals of CARE Uganda. The incumbent will ensure effective and efficient procurement of goods and services and in compliance with CARE International policies, donor, and government regulations. He/she will be responsible for ensuring collaboration and coordination with country program teams and other support functions for effective planning and program implementation.

SPECIFIC RESPONSIBILITIES

1.      Team Leadership and Management of the Country Office Procurement Function (20%)

•     Provide oversight of the procurement function in CARE Uganda. This will include providing direction to the country procurement teams and liaising with the country leadership to coordinate procurement staff across the field offices.

•     Provide advice and mentorship to procurement staff to enable them meet both organizational and professional development objectives.

•     Manage performance of procurement teams including performance planning, monitoring, and annual performance appraisals.

•     Discuss any specific training needs of the procurement team and proposed enhancements.

•     Develop and deliver capacity strengthening plan based on CO procurement periodic assessments.

•     Lead the continuous improvement of procurement function to drive efficiency and effectiveness.

2.      Strategic sourcing and implementation of Framework Agreements. (20%)

•     Develop annual procurement plans in collaboration with program teams to ensure that the supply of goods, services, works, and consultancies is appropriately planned and that timely and accurate information, including forecasts, volumes, service levels and specifications are provided.

•     Lead procurement teams to drive procurement efficiency through forward planning and putting Framework Agreements (FWAs) in place.

•     Lead the identification and development of sourcing strategies including mapping of local suppliers; ensure due diligence process is conducted before engaging the vendors through framework agreements.

•     Monitor the implementation of procurement plans and ensure that the plans are reviewed and updated on a quarterly basis to enhance timely delivery, maximize overall best value and leverage economies of scale.

•     Ensure that market surveys are conducted regularly to inform sourcing strategies through thorough understanding of the market and that the cost of goods, services and consultancies is aligned with current market conditions.

•     Conduct periodic spend analysis to support/drive strategic business decisions including the establishment of long-term/strategic relationships with critical suppliers.

•     Analyse industry trends and evolving technology to proactively identify supply-based issues, minimize risks, ensure continuity of supply, and identify emerging vendors in the markets.

•     Maintain market information for effective use of costs/prices for proposal development and day to day operation.

•     Lead the identification of vendors, periodic evaluation/assessment for effective delivery so that the CO has effective/optimal mix of vendors.

3.      Country Office Compliance/risk management (20%)

•     Ensure full compliance of procurement activities with CARE, donor and government rules, regulations, policies, and procedures.

•     Ensure detailed understanding and application of the procurement policy across the Country Office.

•     Collaborate with partnership and grant teams to train partners on prudent procurement processes and best practices as well as applicable donor regulations.

•     Implement effective internal controls around procurement processes governing receipt and evaluation of quotations, bids or proposals, tender processes, negotiation of terms and conditions of contracts in full compliance with CARE rules and regulations.

•     Ensure that all field offices have well constituted procurement committees to ensure consistent application of decision making within all committees.

•     Effectively manage the roster of qualified suppliers, institute elaborate supplier selection and evaluation, quality, and performance measurement criteria in collaboration with the procurement committee.

•     Track the implementation of audit recommendations and corrective action plans related to procurement.

•     Ensure that all procurement files are complete with accurate support documentation and are appropriately filed and maintained in all offices.

4.      Supply Chain Key Performance Indicators (20%)

•     Lead the implementation, tracking and reporting of country supply chain Key Performance Indicators.

•     Monitor supply chain KPIs to ensure that the procurement function is creating and delivering value for the organization.

•     Engage with procurement team and other stakeholders on monthly basis to review supply chain performance and taking remedial action on performance when required.

5.      Collaboration (10%)

•     Establish and maintain professional and cordial relations with the internal and external customers.

•     Contribute to the development of training materials, webinars, and other education materials.

•     Contribute to knowledge networks and communities of practice.

•     Documentation and sharing of key learnings and best practices.

•     Keep up to date with CARE’s emerging supply chain trends, strategies, and approaches, Supply Chain Transformation Project, and organizational change processes.

•     Perform other duties as may be assigned from time to time.

6.      Promote Gender Equality and Diversity & Safeguarding Practices (5%)

As a CARE ambassador, the Procurement Advisor is required to ensure gender equity and diversity (GED) within the team and nurture CARE’s core values and code of conduct. This will require Procurement Advisor to support the recruitment of procurement staff and service providers who will be engaged in CARE work.  Practice behaviour that is consistent with CARE’s core values, and promotion of gender equity and diversity goals. Play a leadership role in identifying and implementing initiatives that enhance CARE’s commitment to gender and diversity. Ensure that CARE Safeguarding policies and procedures are adhered to by supervisees and service providers. Ensure that staff and service providers are familiar with key organisational policies and procedures and can identify when needed how these may have been breached; The CI Safeguarding policy, Protection from Sexual Harassment; Exploitation and Abuse and Child Abuse, The anti-discrimination and harassment policy; and the code of conduct and the organizations Values.

7.      Any other duties assigned from time to time (5%) 

·        Step in and cover for supervisor and peers as required.   

EDUCATION, EXPERIENCE, SKILLS, AND KNOWLEDGE

QUALIFICATIONS

 Education

§  Master’s degree in business administration, Procurement/ purchasing, Logistics or equivalent or similar fields or relevant practical experience in similar role

§  Relevant professional qualification in Procurement and or Supply Chain Management (CIPS qualification or equivalent is preferred)

Experience

§  Minimum of 7 years of relevant procurement management experience, 3 years of which should be in an international organization in a senior role dealing with both local and international procurement.

Skills & Core Competencies

§  Strong knowledge of procurement principles, practices, and procedures including donor regulations and statutory laws.

§  Excellent negotiation and communication skills, both written and verbal.

§  Ability to analyze information, evaluate options, and make informed decisions.

§  Strong organizational and multitasking abilities, with attention to detail.

§  Proficient in using procurement software and other relevant tools.

§  Excellent problem-solving and analytical skills.

§  Ability to build and maintain effective relationships with suppliers and stakeholders.

§  Recognized ability to exercise sound judgment in handling confidential and sensitive information.

§  Fluent in written and spoken English.