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Procurement Compliance Officer job at Women's International Peace Centre

About the Organization

In commemoration of International Women’s Day, celebrated annually on March 8, Kotido District launched its Local Action Plan on Women, Peace and Security on 28 March 2024.

Job Description

A Procurement Compliance Officer must have a strong understanding of procurement laws and regulations, excellent analytical and auditing skills, and the ability to communicate effectively with various stakeholders.

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Duties and Responsibilities

Policy Development and Implementation:

  • Develop and update procurement policies and procedures to ensure compliance with laws, regulations, and best practices.

  • Implement these policies across the organization and ensure all staff are aware of and understand them.


Regulatory Compliance:

  • Monitor and interpret procurement laws, regulations, and standards to ensure the organization’s procurement activities are compliant.

  • Stay updated on changes in legislation and advise on necessary adjustments to policies and procedures.


Internal Audits and Reviews:

  • Conduct regular audits of procurement processes and transactions to ensure compliance with policies and regulations.

  • Identify and document any non-compliance issues, and work with relevant departments to rectify these issues.

  • Prepare audit reports and present findings to senior management.

Vendor Management:

  • Ensure that vendors comply with the organization’s procurement standards and contractual obligations.

  • Conduct due diligence on new vendors to assess their compliance with regulatory and ethical standards.

  • Monitor vendor performance and adherence to contracts.


Training and Education:

  • Develop and deliver training programs for staff on procurement policies, compliance requirements, and best practices.

  • Provide ongoing support and guidance to procurement staff to ensure adherence to compliance standards.


Risk Management:

  • Identify potential risks in the procurement process and develop strategies to mitigate these risks.

  • Implement and monitor risk management frameworks related to procurement activities.


Documentation and Reporting:

  • Maintain comprehensive records of procurement activities, compliance issues, and resolutions.

  • Prepare and submit compliance reports to regulatory bodies, if required.

  • Generate regular compliance status reports for senior management.


Ethical Standards and Conflict of Interest Management:

  • Promote ethical procurement practices within the organization.

  • Identify and manage conflicts of interest in the procurement process.

  • Ensure that procurement decisions are transparent and based on merit.


Procurement Process Improvement:

  • Analyze procurement processes and identify opportunities for improvement and efficiency.

  • Recommend and implement process improvements to enhance compliance and operational efficiency.


Stakeholder Engagement:

  • Work closely with internal departments to ensure procurement needs are met in a compliant manner.

  • Liaise with external regulatory bodies and industry groups to stay informed about compliance trends and best practices.

  • Provide feedback and advice to stakeholders on compliance-related issues.


Contract Review and Management:

  • Review procurement contracts to ensure they comply with legal and regulatory requirements.

  • Assist in the negotiation of contract terms to protect the organization’s interests.

  • Ensure proper contract documentation and storage.


Incident Investigation and Resolution:

  • Investigate any breaches of procurement policies or regulations.

  • Develop corrective action plans and monitor their implementation.

  • Report serious compliance issues to senior management and recommend appropriate actions.

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Qualification, Experiences and Competencies

  • Bachelor's degree in Procurement, Supply Chain Management, or related field.

  • Membership of professional accounting bodies such as ACCA and CPA is an added advantage.

  • At least 5 years of extensive experience in logistics. procurement, and donor grants. management.

  • Strong negotiation and contract management skills. Knowledge of NGO statutory compliance obligations Knowledge of Rules and regulations for key donors such as USAID, the European Union among others methodologies (e.g. qualitative, quantitative, mixed-method, and impact) and data collection and analysis methodologies.

  • Experience in planning and managing surveys.

  • Experience in developing and refining data collection tools.

  • Experience with data quality assessments and oversight.

  • Experience in managing and providing training to partners and target beneficiaries.

  • Ability to facilitate and serve as project liaison for externally-managed evaluations.

How to Apply

Interested candidates should send applications and CVs including three references with contact details and copies of academic and professional testimonials by email to: applications@wipc.org
The Executive Director,
Women's International Peace Centre
Plot 1467, Church Road, Bulindo, Kira.
Any inquiries should be submitted through the email address listed above. Only shortlisted candidates will be contacted for interviews. The successful candidate should be able to start immediately.

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