The Operations and Procurement Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the purchase of goods and services. The overriding objective for all TechnoServe procurement activity is the prompt and effective provision of materials and services to TechnoServe beneficiary populations in compliance with donor specifications.
The Procurement & Operations Coordinator is responsible for conducting specific procurement and administrative activities under the supervision of the Senior Advisor Operations & Procurement. Working closely with all programs and Finance, the Procurement and Operations coordinator is instrumental in supporting field Activities
Requirements
- Degree in Procurement and Logistics/supply chain Management/ Procurement and Purchasing plus 2(two) year’s experience.
- Possession of a CIPS qualification or a member of IPPU will be an added advantage.
- Experience in the use of any online procurement ERP system is a plus,
- Strong organizational skills; ability to interact effectively with personnel.
- Excellent oral and written English skills.
- Computer skills on MS Office programs, especially in MS Excel.
- A demonstrated ability to multi-task and process information into action so as to not delay program activities.
- Ability to learn fast.
- A clear understanding of procurement ethics is essential.
- Conduct market surveys for frequently purchased items in relation to SLAs (Enter SLA Data ready for analysis, prepare evaluation reports, draft SLAs for selected vendors).
- Participate in Supplier information verification, due diligence, workshop visits.
- Design a Database tracker for long term contracts: Leases, Internet, SLAs.
- Handling Procurement filing for both electronic and hard copy documents.
- Assist the management and office staff with procurement activities, as required;
Procurement
- Implementing tendering processes for procurements requiring an open tender process. Issue Request for Quotations, proposals, and tender documents, participate in the analysis process, draft contract/LPOs, issue LPOs.
- Maintaining appropriate databases to track and manage running contracts.
- Ensure that correct documentation for procurement and contracts are completed and filed to TNS procurement standards and policies.
- Update the procurement master list from time to time.
- Work with Program managers to ensure contract terms are observed by contractors, constantly making follow ups and providing necessary amendments for contracts.
- Ensure timely and accurate payment processing and documentation.
- Guarantee timely and cost efficient execution of all Purchase Requests received and delivery of the goods requested in the correct quality and quantity for the best possible price (Value for money).
- Initiating and keeping track of the order placement processes to ensure timely delivery of service and goods
- Provide frequent update to programmes on all pending and pipeline procurement in a timely manner that foster decision making process and supports project implementation,
- Act as a focal person in Frevvo transactions including creation of vendor cards, online procurement execution, approval follow ups and system troubleshooting and escalations,
Transport & Fleet Management
- Support the Drivers as necessary to ensure that vehicle repairs, insurance and payments are made on time and in accordance with TNS policy.
- Provide support in monthly vehicle and fuel reporting as may be required.
- Coordinate and plan weekly/daily movements of vehicles based on weekly transport requests forwarded by the requesters and ensure that sufficient planning and coordination of vehicle movements is in place and adhered to by all requesters.
- Responsible for ensuring that daily and weekly vehicle safety checks are carried out and relevant records kept with the checklists involved.
- Ensure that all documents and records related to the vehicles exist in each vehicle’s file along with weekly/monthly reports and any other paperwork related to the vehicle or vehicle operation.
- Receive reports of accidents, take appropriate action together with the line manager and make assessments of damage and subsequent action to be taken regarding repairs and insurance claims.
- Preparation and analysis of fleet reports such as the fuel analysis report, vehicle usage reports on a monthly basis
- Ensure that all vehicles and motorcycles are tracked and any tracking system issues reported to the service provider for immediate rectification
Asset Management
- Responsible for logging all new TNS assets in TNS Uganda program in the asset register and ensuring the appropriate coding and tagging are placed on each item. Regularly updates asset registers with changes and new acquisitions.
- Ensure all lost, damaged, sold, stolen (or other) items are properly recorded in with an approved form, ensure any necessary supplement documentation is completed.
- Conduct periodic physical asset verification and update the master asset register as appropriate,
- Consolidate list of asset for disposal and conduct the disposal process after approval of the list,
- Other duties as assigned by the supervisor.
Stock management:
- Ensure that proper systems and procedures as well as appropriate safety and security provisions are implemented and maintained during stock movement and management.
- Manage and track inventory through up to date documentation, record keeping and timely reporting
- Ensure that all stock records are maintained accurately and relevant formats are used for each activity.
- Conduct periodic stock checks and report accordingly in line with the TNS policy.
Administration
- Coordinate accommodation bookings and timely clearing of accommodation bills as required in coordination with the administrative assistant.
- Liaise with finance to keep track of office running cost and rent renewal among other administrative support.
- Timely preparation and submission of monthly reports
- Perform any other duties as may be assigned by your supervisor
