Background information about the job or company (e.g., role context, company overview)

PALM Corps is an indigenous NGO registered in 2014 and licensed to operate nationally in Uganda. The organization envisions “A world where the poorest and most vulnerable communities live a dignified, healthy, peaceful and productive life while taking care of the environment”. PALM Corps believes that communities especially in northern Uganda are endowed with vast resources including indigenous knowledge, land, and other natural resources which they can use to meet their needs and live in dignity. All they need is insight to turn the knowledge and resources into opportunities for transformation. PALM Corps provides the insight to catalyze the desired transformation through her work in the sectors of Livelihoods, Basic Education, Public health, and Environment.

It’s against this background that PALM Corps invites applications from qualified and experienced individuals for the job vacancies below:

Purpose of the Role.

Reporting to the Procurement Officer, this role supports and implements procurement activities to ensure that all goods and services meet PALM Corps standards for quality, quantity, cost-effectiveness, and timely delivery while maintaining transparent, efficient, and compliant procurement processes in line with established policies and procedures.

Responsibilities or duties

Key Responsibilities

• Review Purchase Requisition Forms (PRFs) for completeness and process them into Purchase Orders, following up with vendors for timely delivery.
• Prepare, review, and process supplier contracts; purchase goods and services ensuring value for money, compliance, and timely delivery.
• Coordinate dispatch of supplies to the warehouse and/or user departments
• Verify and process supplier invoices, delivery notes, job cards, and other related documentation, ensuring accuracy and timely vendor payments by Finance.
• Prepare procurement submissions and recommendations and present them to the Procurement Committee for review.
• Provide timely responses to procurement queries, ensuring accurate information is shared, and escalate unresolved or critical issues to the Line Manager.
• In liaison with departmental heads, develop and maintain to date Specification Database, reviewed and updated monthly to ensure it remains current.
• Prepare monthly procurement reports on RFQ’s received, processing time, purchase orders issued, and savings achieved.
• Ensure value for money is achieved in all procurements through effective negotiation and verification that goods/services are fit for purpose.
• Ensure compliance with MSI procurement policies and procedures
• Perform any other duties that might be assigned to you from time to time.

Vendor Management

• Maintain approved pre-qualified vendor database as authorized
• Communicate with vendors on prices, product availability, and delivery schedules
• Facilitate product sample and specification approvals by the respective user department
• Monitor and evaluate vendor monthly vendor performance for the respective categories allocated from time to time, ensuring adherence to quality, delivery, and service standards

Stakeholder Engagement

• Maintain good relationships with both internal and external stakeholders.

Effective reporting

• Prepare and share monthly procurement reports with the Procurement Manager, contracts tracker, and stakeholder queries tracker to support operational efficiency, compliance, and value-for-money decision

Qualifications or requirements (e.g., education, skills)

Knowledge and Experience

• Minimum of 1-5 years working experience in the same capacity in a busy organization/NNGO
• Attention to detail and high level of accuracy
• Proficiency in use of MS Excel, MS Word, Outlook and other computer applications
• Excellent interpersonal skills, the ability to build effective working relationships at all levels internally and externally
• Excellent oral and written communication skills
• Excellent report writing skills
• Ability to work autonomously
• Ability to work under pressure and to deadlines

Qualifications and Training (essential/ desirable)

• Bachelor’s degree in supply chain, Procurement and Logistics Management, Business Administration, Commerce, from a recognized institution of higher learning

Any other provided details (e.g., benefits, work environment, team info, or additional notes)

PALM Corps has zero tolerance to fraud and corruption; any form of lobbying will lead to automatic disqualification. All qualified candidates are highly encouraged to apply.

• Review Purchase Requisition Forms (PRFs) for completeness and process them into Purchase Orders, following up with vendors for timely delivery.
• Prepare, review, and process supplier contracts; purchase goods and services ensuring value for money, compliance, and timely delivery.
• Coordinate dispatch of supplies to the warehouse and/or user departments
• Verify and process supplier invoices, delivery notes, job cards, and other related documentation, ensuring accuracy and timely vendor payments by Finance.
• Prepare procurement submissions and recommendations and present them to the Procurement Committee for review.
• Provide timely responses to procurement queries, ensuring accurate information is shared, and escalate unresolved or critical issues to the Line Manager.
• In liaison with departmental heads, develop and maintain to date Specification Database, reviewed and updated monthly to ensure it remains current.
• Prepare monthly procurement reports on RFQ’s received, processing time, purchase orders issued, and savings achieved.
• Ensure value for money is achieved in all procurements through effective negotiation and verification that goods/services are fit for purpose.
• Ensure compliance with MSI procurement policies and procedures
• Perform any other duties that might be assigned to you from time to time.
• Maintain approved pre-qualified vendor database as authorized
• Communicate with vendors on prices, product availability, and delivery schedules
• Facilitate product sample and specification approvals by the respective user department
• Monitor and evaluate vendor monthly vendor performance for the respective categories allocated from time to time, ensuring adherence to quality, delivery, and service standards
• Maintain good relationships with both internal and external stakeholders.
• Prepare and share monthly procurement reports with the Procurement Manager, contracts tracker, and stakeholder queries tracker to support operational efficiency, compliance, and value-for-money decision

• Attention to detail and high level of accuracy
• Proficiency in use of MS Excel, MS Word, Outlook and other computer applications
• Excellent interpersonal skills, the ability to build effective working relationships at all levels internally and externally
• Excellent oral and written communication skills
• Excellent report writing skills
• Ability to work autonomously
• Ability to work under pressure and to deadlines

• Bachelor’s degree in supply chain, Procurement and Logistics Management, Business Administration, Commerce, from a recognized institution of higher learning