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Procurement Officer job at Talis Consult

About the Organization

At Talis Consults, we're more than consultants – we're your partners in growth, innovation, and success. With a proven track record of transforming businesses and empowering individuals, we're here to guide you towards a future of excellence. Our name, derived from the Latin word ``Talis,`` symbolizes our commitment to creating an environment where clients, employees, shareholders, and society all thrive.

Job Description

Working closely with the Senior Administrative Officer and other programs and administrative teams, takes the responsibility for the procurement and logistics management functions of RR.



Position Summary: Reporting to the Senior Administrative Officer, the Procurement Officer is to work and serve as focal point for the procurement of efficient, cost-effective and quality goods across RR and in the management of all responsibilities related to procurement, logistics, property management, management of outsources services and accounting purchasing and clearing, notably developing and maintaining relationships with suppliers to achieve the best service, ensure RR procurement is ethical, transparent and achieves the greatest value for money, emphasizing timely processing of orders and payment of suppliers.

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Duties and Responsibilities

Procurement & Logistics:

  • Responsible for all RR procurements, properties, clients, programs, and office including guard supplies, office supplies, client food, toiletries, etc.;

  • Ensure timely procurement of goods, services and follow RR procurement policies and procedures;

  • Analyze and reconcile suppliers’ invoices for all ordered goods and services;

  • Using the lists from program teams, ensure ordered services and goods delivered conform to specifications;

  • Create awareness of the procurement processes and drive best practices within the agency;

  • Research and evaluate prospective suppliers and negotiate procurements with suppliers as this may be required;

  • Guide the team in preparing RR’s procurement requests and lists in an accurate manner;

  • Review procurement budgets where they exist and ensure appropriateness and alignment with supplier and market prices. Provide guidance on the same to the program team.

Property and Fixed Assets Management:

  • Responsible for all repairs and maintenance at the protection house, office, program facility including electrical, plumbing, lighting, broken doors/windows and other similar repairs;

  • Responsible for building projects tools and requirements including playground, dog kennels, guard lockers;

  • Responsible for searching, finding and reviewing land and properties, communicating and coordinating with landlords;

  • Overseeing painting and other ongoing projects done by day contractors, manage day contractors (electricians, plumbers, etc.);

  • Ensure proper asset management and adequate inventory procedures according to RR regulations. Take care of the physical assets’ disposal when that is required;

  • Check all incoming assets and schedule deliveries to users;

  • Tag all assets upon receipt from the supplier as well as record and track movement;

  • Prepare inventory reports as required and ensure maintenance of the filing system and safekeeping of confidential materials;

  • Carry out bi-annual fixed asset verification, assessment and report on the condition of the assets.

  • Stores and warehouse Management:

  • Support the warehouse and store management in recording items and ensuring stock updates;

  • Ensures that the stores records are timely updated;

  • Prepare quarterly stock-takes and ensure that records tally with the actual number of available amounts of stock available;

  • Conduct inventory count procedures, as per the organizational policies with a strong accent on control and separation of duties;

  • Liaise with the different managers or staff in the distribution of items from the store.


Accounting:

  • Responsible for signing out of cash and accountabilities expenditure to support balance petty cash spreadsheets;

  • Maintenance of financial requisitions and accountabilities and documentation of procurement activities;

  • Work with the Senior Administrative Officer to ensure close management of relevant expenditures in compliance with RR guidelines.


Fleet management:

  • Budget and plan for all vehicle servicing, repairs and general maintenance;

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Qualification, Experiences and Competencies

  • A Degree in Procurement & Logistics Management, Purchasing & Supply Chain Management, or a related field;

  • Part or full qualifications in CIPS is an added advantage;

  • Knowledge of Public Procurement Laws of Uganda PPDA and Knowledge of donor requirements (or international procurement best practices);

  • Basic knowledge of accounting, and proficiency in Microsoft Office applications (Excel and Word) is an added advantage;

Personal Competencies:

  • At least 3 years working experience in managing a busy procurement section with practical experience in the field of Procurement and Supply management;

  • Cross-cultural awareness and sensitivity. The ability to relate to individuals and groups of different abilities and cultures in an empathetic, non-judgmental manner;

  • Attention to detail and understanding suppliers’ payment cycles/procedures;

  • •Must be self-driven with ability to work under pressure and minimal supervision;

  • Flexible, patient and adaptable to a changing environment;

  • Good interpersonal, communication and problem-solving skills;

  • Knowledge of procurement principles and procedures;

  • A high degree of integrity and confidentiality;

  • Ability to maintain accurate and up-to-date records;

  • Ability to organize own work, set priorities, and meet critical deadlines;

  • Excellent organizational, logistical and interpersonal skills;

  • Excellent oral and written communication skills;

  • Ability to handle multiple tasks simultaneously;

  • Fluency in English

How to Apply

All interested and qualified individuals should send their CV and Cover Letter by email on humancapital@talisconsults.com

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