Reports to : Country Manager

Travel : 30% travel to West Nile

About the Aga Khan Foundation

For nearly 50 years, the Aga Khan Foundation has been partnering with communities, governments, and the private sector to harness the best from people from all backgrounds to improve the quality of life. The Foundation’s work is rooted in core values of self-reliance, pluralism, and respect for human dignity. AKF is a member of the Aga Khan Development Network (AKDN), one of the world’s leading poverty solutions networks. AKDN makes long-term investments, builds permanent institutions, and cultivates an active civil society, impacting tens of millions of people annually in 30 countries. Alongside its sister AKDN agencies, the Foundation implements innovative, community-driven solutions that are based on decades of experience, evaluation, and learning.

Position Description

AKF is seeking an experienced and dynamic Senior Procurement Officer to lead its Procurement activities. The Foundation is currently implementing several programs across Central and West Nile regions, with 3 regional offices in Arua, Yumbe and Moyo, all of which need the support of a procurement function, based at the head office in Kampala. The role would also be responsible for management of the fleet of vehicles and motorcycles across those field offices. The individual would also serve as a security focal point with responsibility for coordination of security issues around assets and staff.

Primary responsibilities

1. Procurement and asset management

  • Lead a competitive and transparent process for identifying service providers, maintain, review, and update the preferred service providers list to guide all procurements.
  • Ensure service level agreements are signed and renewed when appropriate with the vendors
  • Support program and administrative teams to develop, annual procurement plans which will be tracked and updated on a quarterly basis
  • Handle all procurements of goods and services in country, in full compliance with the organizational and applicable donor policies, award of contracts and LPOs.
  • Ensure that all procurements are handled in a competitive and transparent manner with value for money for the organization and its funders.
  • Reviewing, comparing, analysing, and approving products and services to be purchased
  • Working with the property manager on all property procurements for various properties used by AKDN agencies.
  • Working with the property manager on the tendering process for various property requirements i.e., land valuation, lease renewals, repairs, and maintenance that may arise within AKDN agencies
  • In consultation with stakeholders, develop appropriate systems, policies and procedures for the management of AKF’s assets.
  • Maintain a current register of assets, ensure the assets are properly engraved and track the allocation of the assets among the offices and staff.
  • Ensure that all assets and the premises have the appropriate insurance cover
  • At the close of projects and as the need arises, the Officer would also be responsible for handling the disposal of any assets per organizational and donor policies.
  • Build the capacity of administrative staff across the offices so that they can effectively support procurement, logistics and security duties in their respective locations
  • Work closely with the finance teams to ensure that appropriate budgeting is done to cover big ticket items such as assets, insurance and appropriate risk mitigation measures for the field and country offices.
  • Provide regular updates and training sessions for new and existing staff on Procurement best practice and procedure to instill a culture of compliance
  • Work closely with program teams and other departments such as finance to review procurement processes and ensure that all internal customers are well supported by the procurement function

2. Procurement for Consultancies

  • Review ToRs and RFPs, advertise and receive proposals for various consultancies
  • Pre-screening proposals submitted for various consultancy services
  • Taking lead in the evaluation of proposals and selection of consultants for various projects.
  • Contract drafting and management including follow ups on progress as well as invoices.

3. Fleet management

  • Track maintenance/service and repairs for the vehicles and motorcycles operating across the field and country offices, ensuring the fleet is maintained in a roadworthy condition to maximize the life of the assets
  • Analyze monthly fuel utilization against mileage reports for all vehicles
  • Support administrative officers to follow up with drivers and concerned officers to ensure they are maintaining accurate logs
  • Support drivers and staff to handle incident reports that arise during travels, ensuring insurance claims are filed in time and followed up

4. Security and risk

  • Receive and share incident reports from staff or partners in the field that need action by management, particularly those that will be required to support insurance claims
  • Conduct risk assessments of the premises (field and head office) to ensure that we take the appropriate level of risk mitigation measures to ensure security of staff and assets across the country.
  • Ensure that all assets and premises have the appropriate level of insurance cover against risk of damage or loss.
  • Share security updates with the teams as appropriate and flag key issues with management that need action
  • Reconciliation of invoices and payment of vendors in BC

Required Qualifications, Experience, and Competencies

  • A University degree in Procurement, Logistics and Supply Chain Management or other relevant degree.
  • Post graduate qualifications or professional certification is desired.
  • Minimum of five (5) years experience in Procurement in a well-established NGO or from private sector, with at least 2 years at a senior level
  • Proven experience leading procurement within an environment of strict compliance
  • Strong analytical, organizational, interpersonal, negotiation, and problem-solving skills
  • Ability to work well in a team and particularly a team across multiple geographies.
  • Capacity to work independently, with attention to detail, take initiative and manage a variety of activities simultaneously while meeting reporting deadlines and keeping colleagues and senior managers well informed.
  • Strong familiarity in working using online and digital technologies including proficiency with Microsoft Word, PowerPoint, Excel, and other valuable presentation platforms.
  • Adherence to AKF’s values and safeguarding policy.
  • Impeccable honesty and work ethics
  • Personal commitment to working as reliable, honest, & trustworthy member of AKFU team
  • Comply with and follow AKF’s procurement procedures and requirements.

How to Apply

Candidates interested in this unique career opportunity with AKF should submit a two-page cover letter and a maximum three-page CV including the names and contact information of three professional referees by 4:30pm on 21st February 2022.

Click on the link to apply: www.akdn.org/careers

Applications will be reviewed on an ongoing basis and only shortlisted candidates will be contacted.

“AKF Is an Equal Opportunity Employer and is Committed to Safeguarding and Promoting the Welfare of Children and Vulnerable Adults and Expects all Staff and Partners to Share this Commitment.”

The Aga Khan Foundation is an agency of the Aga Khan Development Network (www.akdn.org)

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