Uganda Marketing

Duty Description

Key Duties and Responsibilities:  

Specific Procurement & Logistics Assignments:

• Ensure proper archiving of all DCA GLRO documentation (Procurement files, key project
• Ensure compliance with DCA and back-donor Procurement policies and procedures, through adherence to the DCA Procurement Manual, when implementing projects and all activities both for DCA and partners.
• Provide technical input regarding timeframe, budget line details, unit costs, etc., prior to Final Project application.
• Prior to Final Project application, identify any procurement challenges / possible need for derogation and draft the procurement appropriate clause for inclusion in the project application
• Prepare Procurement Plans, schedule for all Office procurement.
•  Provide introductory training to staff on the basics of the DCA Procurement Manual and Stores Management (where necessary) as required

Procurement and Logistic management

Procurement

• Ensure professional implementation e.g. through frequent and in-depth monitoring visits, of DCA’s procurement and logistics activities according to the DCA Procurement Manual
• Support implementing partners in developing Procurement Plans and Lot Breakdowns
•  Provide procurement advice &backstopping support to DCA partners and other relevant stakeholders
• Build capacity of Partners, DCA Kampala, Yumbe &Moroto Offices, sister organizations and other relevant stakeholders in DCA Procurement Manual and donor rules
• Plan and carry out procurement training workshops for relevant stakeholders in liaison with the HOF.
• Provide inputs regarding procurement prior to finalization of concept notes and full applications for back donor funding
• Take charge of all DCA Kampala Office procurement needs as well as disposal of assets.
• Ensure proper archiving of all DCA GLRO documentation (Procurement files, key project documents, etc.)

Logistics:

• Maintain updated assets register for DCA GLRO assets.
• Develop and manage tracking systems of DCA GLRO assets and equipment.
• Ensure, with assistance from the Driver / Office Assistant, state of the art fleet management for all DCA GLRO vehicles.
• Provide monthly as well as ad hoc analysis re. Fleet management (fuel consumption; cost of repairs, etc.)
• Participate in procurement and logistic network(s) if relevant.
• Manage flight bookings and travel arrangements/ allocation of vehicles for staff and DCA visitors

Monitoring of Procurement Activities for partners &DCA field offices

•  In discussion with the HOF (who approves), HOP, and relevant PO and in coordination with partners, plan for field visits of the projects including preparing ToR’s on issues to be dealt with.
• Conduct project and partner monitoring; capacity building and procurement reporting / updates including expenditure verification.
• Within a maximum of 5 working days after coming back from the field, prepare a monitoring report with observations and recommendations to be shared with partner organization, HOP, HOF, PO and CD. Final report uploaded on the intranet.
• Bring to the notice of the HOF, HOP and PO any matter, which might be hampering the smooth running of the project.
• Where relevant share experiences from the monitoring visits and partners meeting with other stakeholders i.e. other donors of the project, ACT network, etc.

Local Area Network and IT equipment

• Ensure that all DCA IT equipment’s and networks (internet, Backup drive etc.) are in good working order at all times. This entails: ensuring regular contact with IT Maintenance Company and DCA IT unit to ensure good maintenance and cleaning of computers, updating of programmes, including the anti-virus system.
• Maintain e-mail system and addresses, as well as a high level of internet security.
• Back up of all the DCA documents/information and trouble-shooting support and ensure all the staff have worthy computers. All this task can be accomplish with the help of the Office/Admin. Assistant.
• Setting of computers for new staff and the addresses.

Administration Duties:

• Ensure that new staff have furniture and all the equipment’s needed for them to conduct their day to day work.
• Responsible for booking of accommodation for DCA staff and visitors.
• Support in processing of work permits for international staff.
• The PRLOG officer participate in administrative tasks as needed and ensures the back up for the Administrative Assistant or the Office Assistant in their absence.
• General and other Specific Security tasks
• Take charge and participate in the review and input on the DCA security Manual and ensure update of the manual and all appropriate SOPs associated with security
• Key focal point person on security at DCA
• Responsible for the security of DCA’s Data, Assets, digital and IT and staff travel.
• Take active and constructive part in the teamwork at the DCA GLOffice.
• Ensure that excellence in performance by the partner is recognised and deviation of such cases may be brought to the attention of the CD.
• Build and develop meaningful and effective relationship with partners at all levels and other NGOs in Uganda and with other people of importance to DanChurchAid’s work.
• Take active part in the discussion and developing of the regional and country strategies, Vision and Plans etc.
• Assist in building up an inventory of consultants and capacity building institutions relevant to the work of DCA.
• Carry out your work diligently and efficiently, respecting deadlines and other colleagues’ workload and priorities.
• Whe   n DCA GLR office receives visitors, whether they be volunteers, journalist, politicians, consultants or others, be willing to assist with facilitation including logistical arrangements.
• Assist in the emergency operations of DCA and any other duties assigned as the situation may demand

Required Qualifications

Qualifications, Skills and Experience:

• The applicant for the DanChurchAid (DCA) Procurement and Logistics Officer job opportunity should preferably hold a Bachelor’s degree in Procurement, Logistics, Supplies Management or any related field from a recognized institution. Possession of a Masters in a relevant field will be an added advantage.
•  At least three to five years’ experience in procurement and logistics (stock control, and distribution of goods), three years in an INGO
• Clear understanding of procurement ethics and donor compliance
• Experience in budget and financial management
• Strong written and oral communication skills, excellent interpersonal, and organization skills
• Strong negotiation, and problem solving skills
• High level of integrity and independency
• Ability to guarantee con?dentiality of vendors /suppliers’ speci?cations and price quotations.
• Computer skills in MS Of?ce

Personal Competencies:

Deciding and Initiating Action

• Takes initiative, acts with confidence and works under own direction. Makes prompt, clear decisions which may involve tough choices or considered risks. Initiates and generates activity. Takes responsibility for actions, projects and people.
• Adhering to principles and values
• Upholds ethics and values. Demonstrates integrity. Promotes and defends equal opportunities, builds diverse teams. Encourages organisational and individual responsibility towards the community and the environment.

Planning and Organising

• Sets clearly defined objectives. Plans activities and projects well in advance and takes account of possible changing circumstances. Manages time effectively. Identifies and organises resources needed to accomplish tasks. Monitors performance against deadlines and milestones
• Delivering Results and meeting customer expectations
• Focuses on customer needs and satisfaction. Sets high standards for quality and quantity. Monitors and maintains quality and productivity. Works in a systematic, methodical and orderly way. Consistently achieves project goals.

How to Apply:

All suitably qualified and interested candidates should send their handwritten applications with a detailed CV indicating email and phone contacts, copies (not originals) of academic and work certificates, indicating a minimum of three professional referees to the email below.

E-mail to: application@ppg.co.ug