Department: Procurement, Administration

Team: Country Office/Uganda

Job Location: Kampala, Uganda

Grade Level: Grade 3, Assistant, National

Introduction:

Church World Service (CWS) is a not-for-profit, faith-based organization transforming communities around the globe through just and sustainable solutions to hunger, poverty, displacement and disaster. CWS does not discriminate on the basis of race, color, religion, sex, national origin, gender identity, genetic information, age, disability or veteran status in employment or in the provision of services.

Primary Purpose:

This position is responsible for the provision of accurate and timely support in administration of the procurement process, in compliance with the Procurement and Purchasing Manual. S/he will always follow the Church World Services procurement process maintaining compliance with donor procurement standards. The position holder will be responsible for maintaining accurate records for the department.

Key relationships

Internal to CWS

Procurement Officer
Procurement Manager
Senior management team
Uganda programs team
Uganda operations team
External

CWS vendors and service providers
Working Environment

Primarily in-office.
Periodic travel to the field as may be required.
Core Job Responsibilities

Administration (40%):

Assist in contract modifications to ensure the continued integrity of the contract terms and deliverables.
Assist in drafting contracts, LPOs, modifications, work/task orders, and other contractual documents.
Participate in annual procurement planning with the program team.
Manage the procurement e-mail account, which includes organizing the inbox and creating folders for each procurement and maintaining anonymity.
Guide staff on the appropriate procurement process based on expected monetary and authorization thresholds.
Follow up with suppliers, as needed, to confirm or change orders.
Advise staff on the timing and timeliness of the procurement process to ensure goods/services are procured as quickly as possible.
Track orders and ensure timely delivery.
Track procurements through the process using a tracking sheet.
Liaise with warehouse staff to ensure all products arrive on time and in good condition.
Compliance (25%)

Follow the Church World Services procurement process maintaining compliance with donor procurement standards.
Follow appropriate protocol for reporting suspected internal controls violations.
Data management (30%):

Ensure proper recording and custody of all procurement documents.
Ensure that information related to individual procurements is consistent, accurate, synchronized, and adequately documented.
Maintain updated records of invoices and contracts
Keep the procurement tracker updated and timely.
Assist in conducting market research to identify pricing trends
Qualifications:

Experience:

Three (3) years of paid relevant work experience required.
Relevant experience with US funded organizations is preferred.