Home Jobs in Uganda - November 2020 HCRI-Uganda Procurement and Administrative Officer – Fred Hutchinson Cancer Research Center

HCRI-Uganda Procurement and Administrative Officer – Fred Hutchinson Cancer Research Center

Overview

Cures Start Here. At Fred Hutchinson Cancer Research Center, home to three Nobel laureates, interdisciplinary teams of world-renowned scientists seek new and innovative ways to prevent, diagnose and treat cancer, HIV/AIDS and other life-threatening diseases. Fred Hutch’s pioneering work in bone marrow transplantation led to the development of immunotherapy, which harnesses the power of the immune system to treat cancer. An independent, nonprofit research institute based in Seattle, Fred Hutch houses the nation’s first cancer prevention research program, as well as the clinical coordinating center of the Women’s Health Initiative and the international headquarters of the HIV Vaccine Trials Network. Careers Start Here.

At Fred Hutch, we believe that the innovation, collaboration, and rigor that result from diversity and inclusion are critical to our mission of eliminating cancer and related diseases. We seek employees who bring different and innovative ways of seeing the world and solving problems. Fred Hutch is in pursuit of becoming an antiracist organization. We are committed to ensuring that all candidates hired share our commitment to diversity, antiracism, and inclusion.

Global Oncology, a cross-divisional program within the Director’s Office of Fred Hutchinson Cancer Research Center, has a mission to generate cancer research that has global impact, and support the development research capacity and clinical care to reduce the cancer burden in low- and middle-income countries. A cornerstone of the program is a decade-long alliance with the Uganda Cancer Institute (UCI) that advances research, capacity building, and cancer care. Fred Hutch operates in Uganda as the Hutchinson Centre Research Institute of Uganda, or HCRI-Ug.

The HCRI-Uganda Procurement and Administrative Coordinator will directly report to the HCRI-Uganda Director Administration & Operations and will provide procurement, administration and logistics support to all HCRI-Uganda programs.

Responsibilities

Procurement and contracting:

  • Thoroughly familiarize the detailed systems and procedures for the management of the procurement of goods and services for the program
  • Compute and compile all procurement requirements from line departments and collect all required approvals prior to purchase
  • Manage RFQ and bid analysis process for Vendors in accordance with HCRI-Ug policies and procedures
  • Handle supplier correspondence about procurement procedures and updates
  • Initiate procurement requisitions through FMS, and manage Purchase Orders for all program procurements
  • Work closely with the suppliers and other stakeholders to ensure timely delivery of goods and services as per contract agreements
  • Manage RFP and bid analysis process for agreements
  • Participate in technical and price evaluation reviews, participate in contract negotiation, prepares evaluation summary reports, reviews and recommends approval of contracts
  • Attend to inquiries and notify bidders of the outcome of the bidding process
  • Prepare vendor agreements, follow up agreement review for tax compliance and shepherd them through the process for administrative review and approval
  • Establish, maintain and update procurement filing system, records and supplier database
  • Provide periodic procurement reports on assigned duties
  • Maintain an updated approved pre-qualification list of Vendors
  • Maintain an updated agreements/contracts database and notify stakeholders three months before expiry
  • Custodian of all HCRI-Ug procurement policies and documents, to ensure conformance to acceptable standards and best practice at all time
  • Source for all the required procurement documentation i.e. quotations, proposals, and facilitates vendor interviews/presentations/evaluations from time to time, in line with HCRI-Ug procurement policies and best practices
  • Carryout periodic price surveys for goods, services and works, to facilitate valid negotiations with the vendors on different procurements
  • Manage the clearing and forwarding processes, for the HCRI-Ug international procurements
  • Manage the HCRI-Ug procurement tracker, keep it updated regularly and share it with all staff every Friday
  • Provide training to staff in the areas of local contracting and procurement requirements in accordance with HCRI-Ug policies and procedures

 

General Administration:

  • Perform general office work as assigned by the Director Administration & Operations
  • Responsible for the safe keeping of office documents including organizing, filing and retrieving them
  • Provide administrative support for HCRI-Ug or Collaboration-related meetings including taking meeting minutes and recording action items as requested
  • Provide administrative assistance to senior HCRI-Ug staff, as requested
  • Perform related functions as assigned

 

Fiscal Roles:

  • Reconcile Vendor invoices for accuracy and legitimacy and rectify errors with Vendors before forwarding to finance to mitigate payment delays
  • Ensure timely payments to suppliers by liaising with relevant departments
  • Maintain assigned HCRI-Ug’s credit card to include use and online reconciliation in coordination with the account approvers. Ensures the use of the credit card adheres to all applicable Fred Hutch and HCRI-Ug policies and procedures.

Asset disposal:

  • Lead person for HCRI-Ug asset disposal process in line with HCRI-Ug policies and best practice
  • Chair asset disposal meetings with key stakeholders to discuss approved asset disposal modalities
  • Manage asset disposal exercise
  • Maintain asset disposal records

Qualifications

  • A bachelor’s degree in a relevant area with a bias in procurement & logistics
  • CIPS Professional procurement qualifications
  • At least five years working experience in a similar position in a busy organization
  • Good interpersonal skills
  • Strong work-ethic and solid integrity
  • Concern for quality and standards
  • Excellent communication and time management skills
  • Strong computer and word processing skills and proficiency with a variety of software packages including Skype, Microsoft Outlook, Word, Excel, Zoom and Teams

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