Procurement and Administration Manager

Job Description

SUMMARY OF ROLE

Reporting to the Director of Finance and Operations, the Procurement and Administration Manager will oversee procurement, administration and operational functions for the RHITES-E Project. S/he will ensure cost efficient use and procurement of resources and in accordance with USAID and IntraHealth International rules and regulations. S/he will work closely with the programs and Finance teams in the RHITES-E Project.

ESSENTIAL FUNCTIONS

• Identify potential vendors, develop specifications for the product, solicit bids, and with the procurement committee, prepare an analysis of the bids and a final recommendation.
• Analyze and reconcile supplier’s invoices for all ordered and supplied goods and services ensuring they are adequately supported on a daily basis
• Receive participant listing from program teams and ensure they are reconciled and complete before attaching to invoices for payment
• Working closely with Finance, and seek out clarifications with suppliers on invoices
• Scan through the LPO book on a weekly basis and follow up with suppliers to submit any outstanding invoices
• Post all issued LPOs into quick books on a daily basis
• Receive goods from suppliers and verifying against the LPO in consultation with the users
• Ensure ordered services and goods are provided satisfactorily as per the specifications and subsequent billing for such services received accurately and on a timely manner
• Maintain an up to date and easily accessible filing system for all procurement documents
• Perform any other assigned duties.

MINIMUM REQUIREMENTS

• Master’s in Business Management or equivalent field and 6 years’ working experience (or a Bachelor’s and 10 years) in office administration, logistics and procurement, including managing a busy procurement section.

• Knowledge of donor requirements (USAID and/or international procurement best practices

• Ability to handle multiple tasks simultaneously with prioritization
• Attention to details and understanding of suppliers payment cycles/procedures

Competencies

• Effective communication: Understands effective communication concepts, tools and techniques; ability to effectively transmit, explain complex technical concepts in simple, clear language appropriate to the audience; and receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors
• Problem Solving: Knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving operational or process problems; ability to apply this knowledge appropriately to diverse situations.
• Interpersonal Relationships: Knowledge of and the ability to effectively interact within and across Divisions, Departments, Country offices in a constructive and collaborative manner.
• Managing Multiple Priorities: Ability to manage multiple concurrent objectives, projects, groups, or activities, making effective judgments as to prioritizing and time allocation.

To apply, submit CV, USAID 1420 form (Contractor Employee Biographical Data Sheet), and 3 references. The deadline for applications is June 4, 2017.

About the Organization

At IntraHealth, we are a global team of creative, committed humanitarians on a mission. We are advocates, technologists, health workers, and communicators. Program officers, finance experts, and technical leaders. We are passionate and diverse. And we’re united in our belief that everyone everywhere should have the health care they need to thrive. That’s why we work every day to improve the performance of health workers around the world and strengthen the systems in which they work.

For almost 40 years in over 100 countries, IntraHealth has partnered with local communities to make sure health workers are present where they’re needed most, ready to do the job, connected to the technology they need, and safe to do their very best work.

Our programs are designed with a deep understanding of and appreciation for the context of human rights, gender equality and discrimination, economic empowerment, and changing populations. And the longstanding relationships we’ve built with government agencies, private-sector partners, and members of civil society make our efforts stronger and more effective.

Join us and together we can make lasting changes in global health—for all of us.

RHITES-E will support the Government of Uganda (GOU) and key stakeholders to increase availability and utilization of high quality health services in 21 districts in Eastern Uganda and 2 in Karamoja by strengthening health systems and improving the quality of, access to, and demand for health services with attention to equity and underserved populations.