Procurement Specialist

Job Advertisement

Position Title: Procurement Specialist
Location: Kampala
Country: Uganda
Deadline Date: 6 December 2024 (23:59hrs Rome Time)

Job Details

Job Posting Organization:
The International Development Law Organization (IDLO) is an intergovernmental organization that focuses on promoting the rule of law and development through legal means. Established in 1988, IDLO operates in various countries around the world, working with governments, civil society, and international organizations to strengthen legal frameworks and institutions. IDLO's mission is to empower people and communities by ensuring access to justice and legal services, thereby contributing to sustainable development. The organization employs a diverse workforce and has a presence in multiple countries, emphasizing the importance of legal empowerment and the rule of law in achieving development goals.

Job Overview:
The Procurement Specialist plays a crucial role within the Finance and Support Services Department (FSSD) of IDLO, which is responsible for the effective delivery of finance, reporting, procurement, and information & communication technology services. This position is essential for ensuring that IDLO's procurement processes align with its policies and procedures, ultimately supporting the organization's mission. The Procurement Specialist will collaborate closely with program teams to identify procurement needs and implement necessary steps to fulfill those needs efficiently. This role involves enhancing the capacity of both the procurement team and program teams to improve overall procurement management, from the identification of needs to the delivery of goods and services. The Procurement Specialist will report to the Country Manager and coordinate with the Global Procurement Lead at IDLO Headquarters, ensuring that procurement processes for the Uganda Country Office are organized and monitored effectively.

Duties and Responsibilities:
The Procurement Specialist will be responsible for a variety of tasks, including but not limited to: creating and updating procurement plans for the Uganda country office and associated projects; organizing procurement processes upon request, which includes preparing solicitation documents, soliciting offers, and evaluating bids/proposals and contracts in compliance with IDLO procurement policies; coordinating the preparation, reconciliation, and closure of Purchase Orders (PO) and Contracts with suppliers in collaboration with Headquarters; providing inputs and suggestions to the Finance and Administration Manager and Country Manager for developing policies and procedures for vendor registration; reviewing existing vendor evaluation criteria and proposing alternative methods as necessary; offering guidance on industry standards in Uganda, including down payments, cancellations, and framework agreements; developing and maintaining a roster of suppliers and a system for recording supplier evaluations post-delivery; managing procurement contracts and vendor relationships; capacitating the program team on procurement procedures and providing daily guidance; coordinating the revision and update of the asset inventory; and liaising with IDLO HQ for support and guidance as needed.

Required Qualifications:
Candidates must possess a University Degree in Business or Public Administration, with specialized training in procurement considered an asset. Additionally, applicants should have at least 3 to 5 years of experience in procurement, contract management, and administration within large public or international organizations. Proven experience in process management and capacity building related to procurement in Uganda is also required. Candidates should demonstrate a sound understanding of procurement principles and practices, good knowledge of contract law, and the ability to analyze potential risks while promoting risk awareness. Excellent computer skills in MS Word and Excel are essential, along with strong organizational skills, a problem-solving attitude, and the ability to work under pressure with tight deadlines.

Educational Background:
The educational background required for this position includes a University Degree in Business or Public Administration. Specialized training in procurement is highly desirable and will enhance a candidate's qualifications for the role. This educational foundation is critical for understanding the complexities of procurement processes and contract management in a large organizational context.

Experience:
The position requires candidates to have a minimum of 3 to 5 years of relevant experience in procurement, contract management, and administration, particularly within large public or international organizations. This experience should include a proven track record in process management and capacity building related to procurement, specifically in the context of Uganda. Candidates should be able to demonstrate their ability to navigate complex procurement environments and contribute to the development of effective procurement strategies.

Languages:
Fluency in English is mandatory for this position, as it is the primary language of communication within IDLO and with external stakeholders. While English proficiency is essential, knowledge of additional languages may be considered an asset, particularly if they are relevant to the local context or the organization's operations in other countries.

Additional Notes:
This position is locally recruited, and IDLO will offer the selected candidate an Affiliate contract for a duration of 12 months, with the possibility of extension based on performance and availability of funding. The annual basic salary for this role is UGX 91,567,331, along with medical insurance and leave entitlements in accordance with IDLO Employee Regulations and Rules. The position is open to candidates who are nationals of Uganda or have permanent resident status or other legal authorization to work in the country. It is important to note that employees subject to local recruitment will not be eligible for allowances or benefits that are exclusive to international employees. Applications will be screened on a rolling basis, and qualified applicants may be recruited before the application deadline. IDLO is committed to diversity and encourages applications from qualified candidates of all backgrounds, with a strong emphasis on achieving gender balance within its workforce. The organization has a zero-tolerance policy for sexual exploitation, abuse, and harassment, and conducts thorough reference and background checks for all selected candidates.