Background

At FH Association All we do, and how we do it, seeks to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At FH Association, we operate under a set of values called Heartbeat Values. FH/Uganda is actively seeking for a qualified candidate committed to its Heartbeat and Corporate Strategy to fill the career openings below;

Job Summary

Under the supervision of the Procurement Officer will support with the data capturing of bid documents for the prequalification exercise as well as support with other logistics and procurement related activities through timely submission of procurement of quality goods, services and works that comply with the required specifications while upholding FH Association’s procurement procedures and policies and maintaining high level of accountability and integrity.

Key Result #1 – Prequalification Data Capturing

The role holder is responsible for supporting the procurement function through effective management of supplier prequalification processes, accurate data capturing, compliance verification, and system updates to ensure a credible, compliant, and up-to-date supplier database.

Qualifications: Education and Experience

• Bachelor’s Degree in Procurement, Logistics, Supply Chain Management or related field or an equivalent.
• Minimum 4 months in procurement, supply chain and logistics is required as an intern or trainee.
• Advanced in Computer especially; Microsoft excel and word
• Experience working in an INGO/ NGO is an added advantage

Language

Proficiency in spoken and written English.

• Review and assess bid documents submitted by potential bidders to confirm completeness, accuracy, and compliance with prequalification requirements.
• Capture, validate, and clean supplier data for all Lots under the two approved prequalification categories, ensuring consistency and accuracy.
• Maintain an organized and traceable prequalification register for all suppliers evaluated.
• Generate and submit weekly and ad-hoc prequalification progress reports, highlighting key milestones, gaps, and risks, and share with the supervisor for review and guidance.
• Actively participate in site visit evaluations of service providers, where applicable, to verify physical existence, operational capacity, and compliance with stated business addresses.
• Prepare and submit comprehensive due diligence and site visit evaluation reports, including observations, findings, and recommendations.
• Support the uploading, verification, and updating of Know Your Customer (KYC) documentation in Odoo to ensure accurate vendor profiling.
• Update supplier records in the Odoo system for all newly prequalified suppliers and ensure timely amendments for existing suppliers where changes arise.
• Conduct and document mandatory anti-terrorism and sanctions screenings (UNDS, SAMS, OFAC, EU lists) and upload completed compliance forms into Odoo.
• Draft, review, and issue prequalification feedback communications to bidders, including notification letters for successful suppliers and regret letters for unsuccessful applicants, in line with organizational communication standards.
• Ensure that all bid documents, evaluation records, and due diligence reports are systematically categorized, labeled, and securely filed (both physical and electronic) for audit readiness and future reference.
• Liaise with procurement, finance, and program teams to clarify supplier information requirements and resolve data discrepancies.
• Support the continuous improvement of the prequalification process by identifying gaps, inefficiencies, or risks and proposing practical solutions.
• Assist in responding to internal and external audit queries related to supplier prequalification, documentation, and compliance records.
• Maintain confidentiality and integrity of supplier information in line with organizational policies and data protection requirements.
• Provide administrative and technical support during supplier prequalification committee meetings, including preparation of evaluation schedules and documentation.
• Ensure adherence to organizational procurement policies, donor requirements, and applicable regulatory frameworks throughout the prequalification process.
• Perform any other procurement-related duties as assigned by the supervisor in support of departmental objectives.

• Microsoft Excel
• Microsoft Word
• Data Capturing
• Data Validation
• Data Cleaning
• Compliance Verification
• System Updates
• Report Generation
• Due Diligence
• Documentation
• Communication
• Record Keeping
• Problem Solving
• Audit Support
• Confidentiality
• Integrity
• Administrative Support
• Technical Support

• Bachelor’s Degree in Procurement, Logistics, Supply Chain Management or related field or an equivalent.
• Minimum 4 months in procurement, supply chain and logistics is required as an intern or trainee.
• Advanced in Computer especially; Microsoft excel and word
• Experience working in an INGO/ NGO is an added advantage
• Proficiency in spoken and written English.