Q-Sourcing Limited trading as Q-Sourcing Servtec is a manpower management solutions firm operating in the East African Region in the countries of Uganda, Kenya, Tanzania, Rwanda, and South Sudan.

On behalf of our client RIPPLE EFFECT in the NGO sector, we are looking for 3 (three) competent, skilled, and experienced Procurement Officers to work in Mbarara (1), Mbale (1), Teso- Soroti (1)

Job title Procurement Officer

Department/Team Programmes – Youth Economic Empowerment through Livestock Development (YEELD) Project

Job Family OSS – Operational Support Services

Job Code OSS 008

Reporting to Finance and Admin Manager

No. of direct reports 1

Organizations Ripple Effect Uganda MUCOBADI DFCU Foundation

Location Kampala, Uganda (with frequent travel to Ankole sub-regions district)

Grade 5

About the Project

The Youth Economic Empowerment through Livestock Development (YEELD) Program is a five-year initiative aimed at improving the socio-economic well-being and resilience of financially disadvantaged young people aged 18–35 years in the Teso, Bukedi, and Ankole sub-regions of Uganda through livestock value chains. The program seeks to create 250,000 work opportunities, including for 200,000 (80%) young women, 5% persons with disabilities (PWDs), and 3% refugees and displaced persons (RDPs). YEELD is being implemented across 20 districts in the three sub-regions through a consortium coordinated by Ripple Effect, dfcu Foundation, and Multi Community Based Development Initiative (MUCOBADI), in partnership with the Mastercard Foundation.

Role Purpose

The Procurement Officer will be responsible for the efficient, transparent, and compliant management of procurement processes under the YEELD programme in Ankole region. The role ensures timely acquisition of goods, works, and services in line with organizational policies, donor requirements, and value-for-money principles.

The Officer will support programme implementation by facilitating ethical sourcing, strengthening supplier relationships, and ensuring procurement processes contribute to effective and accountable delivery of project activities.

Key Responsibilities

Procurement Planning & Coordination

• Support the development and implementation of annual and quarterly procurement plans aligned to approved workplans and budgets.
• Coordinate with technical teams and partners to forecast procurement needs and timelines.
• Ensure all procurement activities are properly scheduled to support timely programme delivery.

Procurement Process Management

• Execute procurement processes for goods, services, and works in compliance with organizational and donor guidelines.
• Prepare and manage bidding documents, requests for quotations (RFQs), requests for proposals (RFPs), and tender processes.
• Coordinate bid evaluations, ensuring transparency, fairness, and proper documentation.
• Facilitate contract preparation and issuance to selected vendors.

Supplier & Contract Management

• Maintain and update a pre-qualified supplier database.
• Support identification and onboarding of reliable and competent suppliers.
• Monitor supplier performance and ensure contract compliance.
• Resolve procurement-related issues, including delays, disputes, and quality concerns.

Compliance & Risk Management

• Ensure all procurement activities adhere to internal policies, donor regulations, and applicable legal requirements.
• Maintain complete and accurate procurement documentation for audit and review purposes.
• Identify and mitigate procurement risks, including fraud, conflict of interest, and inefficiencies.

Logistics & Asset Support

• Coordinate delivery, receipt, and inspection of procured goods and services.
• Support inventory management and asset tracking in collaboration with finance and operations teams.
• Ensure proper handover and documentation of procured items to end users.

Coordination & Partner Support

• Provide guidance to consortium partners on procurement procedures and compliance requirements.
• Support harmonization of procurement practices across project partners where applicable.
• Participate in planning and coordination meetings to ensure procurement alignment with programme needs.

Monitoring, Reporting & Documentation

• Prepare procurement reports, updates, and trackers for management and donor reporting.
• Maintain up-to-date procurement records, contracts, and supplier documentation.
• Contribute to audits and reviews by providing required documentation and explanations.

Other duties

• Ensure compliance with Ripple Effect policies and all relevant legislation.
• Act at all times according to Ripple Effect’s values and in support of its Africa Forward Together approach.
• To undertake other duties of a similar nature as reasonably required by the line manager.

Key Result Areas

• Oversee bid evaluations and contract preparation/issuance
• Maintain supplier database and manage supplier performance
• Resolve procurement issues (delays, disputes, quality concerns)
• Ensure compliance with policies, donor rules, and legal requirements
• Maintain accurate procurement records and support audits
• Identify and mitigate procurement risks
• Coordinate delivery, inspection, and asset management of procured goods
• Support inventory tracking and proper handover to users
• Guide partners on procurement procedures and harmonize practices
• Prepare procurement reports, trackers, and documentation

Safeguarding

At Ripple Effect, we are committed to creating a safe and rewarding environment for all of our people, including staff, participants, partners, volunteers, children, and vulnerable adults. It is a shared responsibility to ensure that everyone is treated properly and protected from harm, exploitation, and abuse. To fulfil this commitment, we have established a robust Safeguarding Policy that everyone working with us is expected to follow, along with a confidential whistle-blowing procedure that allows individuals to raise any concerns they may have.

Qualifications

Essential:

• Master’s degree in Procurement and Supply Chain Management, Business Administration, Logistics, or related field desirable
• Bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Logistics, or related field.

Experience and Knowledge

Essential:

• At least 5 years of experience in procurement, preferably within donor-funded programmes.

Skills and Attributes

Essential:

• Strong understanding of procurement processes, policies, and compliance requirements.
• Experience working with international donors, preferably Mastercard Foundation or similar institutions.
• High level of integrity, transparency, and accountability.
• Strong organizational, negotiation, and documentation skills.
• Proficiency in procurement systems and Microsoft Office applications.

Equal Opportunities

All candidates who meet the criteria outlined as above are encouraged apply under the job vacancy “QSSU-RIPPLE EFFECT-Procurement Officer”

• Support the development and implementation of annual and quarterly procurement plans aligned to approved workplans and budgets.
• Coordinate with technical teams and partners to forecast procurement needs and timelines.
• Ensure all procurement activities are properly scheduled to support timely programme delivery.
• Execute procurement processes for goods, services, and works in compliance with organizational and donor guidelines.
• Prepare and manage bidding documents, requests for quotations (RFQs), requests for proposals (RFPs), and tender processes.
• Coordinate bid evaluations, ensuring transparency, fairness, and proper documentation.
• Facilitate contract preparation and issuance to selected vendors.
• Maintain and update a pre-qualified supplier database.
• Support identification and onboarding of reliable and competent suppliers.
• Monitor supplier performance and ensure contract compliance.
• Resolve procurement-related issues, including delays, disputes, and quality concerns.
• Ensure all procurement activities adhere to internal policies, donor regulations, and applicable legal requirements.
• Maintain complete and accurate procurement documentation for audit and review purposes.
• Identify and mitigate procurement risks, including fraud, conflict of interest, and inefficiencies.
• Coordinate delivery, receipt, and inspection of procured goods and services.
• Support inventory management and asset tracking in collaboration with finance and operations teams.
• Ensure proper handover and documentation of procured items to end users.
• Provide guidance to consortium partners on procurement procedures and compliance requirements.
• Support harmonization of procurement practices across project partners where applicable.
• Participate in planning and coordination meetings to ensure procurement alignment with programme needs.
• Prepare procurement reports, updates, and trackers for management and donor reporting.
• Maintain up-to-date procurement records, contracts, and supplier documentation.
• Contribute to audits and reviews by providing required documentation and explanations.
• Ensure compliance with Ripple Effect policies and all relevant legislation.
• Act at all times according to Ripple Effect’s values and in support of its Africa Forward Together approach.
• To undertake other duties of a similar nature as reasonably required by the line manager.

• Strong understanding of procurement processes, policies, and compliance requirements.
• Experience working with international donors, preferably Mastercard Foundation or similar institutions.
• High level of integrity, transparency, and accountability.
• Strong organizational, negotiation, and documentation skills.
• Proficiency in procurement systems and Microsoft Office applications.

• Master’s degree in Procurement and Supply Chain Management, Business Administration, Logistics, or related field desirable
• Bachelor’s degree in Procurement and Supply Chain Management, Business Administration, Logistics, or related field.