Organization details

Future Options Consulting Ltd is recruiting on behalf of a reputable public sector development institution in Uganda with a mandate to promote strategic investments, economic development, research, and sustainable growth across key sectors of the economy.

Number of vacancies: 1

Sector: Procurement

Industry: Public sector

Knowledge, skills and competences

• Negotiation skills.
• Financial acumen.
• Supplier relationship management.
• Knowledge of procurement laws and regulations.
• Analytical skills
• Attention to Details.

Responsibilities

MAIN PURPOSE OF THE JOB

The Senior Procurement Officer manages the tendering, bidding processes, and procurement documentation while ensuring compliance with procurement policies, bid evaluation, and supplier communication. The role supports efficient procurement operations and adherence to statutory requirements.

DUTIES AND RESPONSIBILITIES

Management of Tenders and Bidding Processes

• Share Requests for Quotations (RFQs) with service providers.
• Oversee bid receipt and opening processes, ensuring compliance with procurement procedures.

Evaluation of Bids/Proposals and Communications with Suppliers

• Participate in the evaluation of bids and proposals.
• Guide the teams to ensure that the evaluation process is fair, transparent, and in line with procurement policies and regulations.
• Draft and publish Notices of Best Evaluated Bidders (NOBEBS) for display following the established procurement guidelines.
• Guide users on filing procurement forms and respond to inquiries from service providers.
• Manage communication with suppliers, including requesting quotations, issuing procurement documents, and addressing discrepancies.

Processing Purchase Orders and Call-Off Orders

• Draft Local Purchase Orders (LPOs), call-off orders, and contracts for procurement activities.
• Prepare change orders and oversee the creation of new vendors and assets in the system.
• Draft contract management appointment letters and assist in monitoring bid and contract validity.

Documentation and Records

• Prepare and submit payment requests for approved procurement activities, ensuring all necessary documentation is complete.
• Receive requisitions and reference them to the Head of Procurement and Disposal Unit (HPDU) for approval.
• Maintain and update the procurement tracker to reflect the current status of all procurement activities.

Preparation of Monthly and Quarterly Reports

• Draft monthly procurement and disposal reports and forward them to the supervisor for review.
• Ensure reports are dispatched to the Public Procurement and Disposal of Public Assets Authority (PPDA) before the 15th of the subsequent month.
• Draft quarterly procurement reports, ensuring accuracy and timely submission.

Other Duties

• Assist in identifying and assessing risks related to departmental activities while performing assigned responsibilities.
• Support the implementation of approved risk mitigation strategies to reduce the impact of identified risks.
• Supervise subordinates by setting clear goals, providing mentorship and promoting continuous improvement through regular feedback, performance evaluations, and recognition of achievements.
• Perform any other duties as assigned by the Supervisor.

Qualifications

• Bachelor’s degree in procurement and logistics management/supply chain management, business administration (procurement option) or related field and;
• Professional Certification in Chartered Institute of Procurement and Supply (CIPS)
• Relevant post graduate qualification is an added advantage

Details of experience

• Six (6) years of experience in a similar function.

• Share Requests for Quotations (RFQs) with service providers.
• Oversee bid receipt and opening processes, ensuring compliance with procurement procedures.
• Participate in the evaluation of bids and proposals.
• Guide the teams to ensure that the evaluation process is fair, transparent, and in line with procurement policies and regulations.
• Draft and publish Notices of Best Evaluated Bidders (NOBEBS) for display following the established procurement guidelines.
• Guide users on filing procurement forms and respond to inquiries from service providers.
• Manage communication with suppliers, including requesting quotations, issuing procurement documents, and addressing discrepancies.
• Draft Local Purchase Orders (LPOs), call-off orders, and contracts for procurement activities.
• Prepare change orders and oversee the creation of new vendors and assets in the system.
• Draft contract management appointment letters and assist in monitoring bid and contract validity.
• Prepare and submit payment requests for approved procurement activities, ensuring all necessary documentation is complete.
• Receive requisitions and reference them to the Head of Procurement and Disposal Unit (HPDU) for approval.
• Maintain and update the procurement tracker to reflect the current status of all procurement activities.
• Draft monthly procurement and disposal reports and forward them to the supervisor for review.
• Ensure reports are dispatched to the Public Procurement and Disposal of Public Assets Authority (PPDA) before the 15th of the subsequent month.
• Draft quarterly procurement reports, ensuring accuracy and timely submission.
• Assist in identifying and assessing risks related to departmental activities while performing assigned responsibilities.
• Support the implementation of approved risk mitigation strategies to reduce the impact of identified risks.
• Supervise subordinates by setting clear goals, providing mentorship and promoting continuous improvement through regular feedback, performance evaluations, and recognition of achievements.
• Perform any other duties as assigned by the Supervisor.

• Negotiation skills.
• Financial acumen.
• Supplier relationship management.
• Knowledge of procurement laws and regulations.
• Analytical skills
• Attention to Details.

• Bachelor’s degree in procurement and logistics management/supply chain management, business administration (procurement option) or related field
• Professional Certification in Chartered Institute of Procurement and Supply (CIPS)
• Relevant post graduate qualification is an added advantage