Procurement Assistant-Kampala

Pathfinder Overview

Pathfinder International is a global leader in sexual and reproductive health. We place reproductive health care at the center of all that we do—believing that it is not only a fundamental human right, but is critical for expanding life opportunities for women, families, communities, and nations, and paving the way for transformations in environmental stewardship, decreases in population pressures, and innovations in poverty reduction. Pathfinder provides women, men, and adolescents with a range of quality health services—from contraception and maternal care to HIV prevention and AIDS care and treatment. Pathfinder strives to strengthen access to family planning, advocate for sound reproductive health policies, and, through all of our work, improve the rights and lives of the people we serve.

Program Overview

Pathfinder International has been awarded a five-year Family Planning Activity (FPA) by the US Agency for International Development (USAID).  As a lead implementing agency, Pathfinder with partners will play a catalytic role in increasing access to modern contraception and reducing the unmet need for voluntary family planning services in Uganda.

The FPA’s three Intermediate Result areas (IRs) are; Uganda leadership and coordination strengthened to support FPA; Positive social norms and behaviors enhanced to improve healthy timing and spacing of pregnancies; and access to quality FP increased!; will be implemented in 11 districts with three cluster offices in Masindi covering Kiryandongo, Bulissa and Kyankwanzi; Fortportal cluster covering Kyegegwa, Kyenjojo, Kibale, Ntoroko, and Bundibugyo; Masaka Cluster covering Gomba and Rakai districts with head office in Kampala overseeing all but covering Butambala.

Pathfinder International as the lead, will work in close collaboration with the Ministry of Health, the national planning authority, National population council, Ministry of Gender, Labour and Social development, Ministry of Education, Youths’ organizations and Uganda Family planning consortium to accelerate progress toward Uganda’s commitments and objectives under FP2020 and the country’s Vision 2040 strategy through strategic implementation, coordination and collaboration within these entities and across development and Implementing partners especially USG and non-USG partners especially those implementing Regional Health Integration to Enhanced Services.

Position Purpose

The Procurement Assistant is responsible for providing procurement support to the Procurement Unit and project staff in line with procurement processes to ensure effective, transparent and accountable support to Pathfinder International. Under the supervision of the Procurement Specialist to ensure adequate consideration for coordination of supplies deliveries and planning of program implementation. Provide technical advice and guidance to program/support teams on procurement of goods and services and on best procurement practices. Anticipate procurement bottlenecks and resolve them ahead of time.

Key Responsibilities

• Implement procurement as per approved Pathfinder International guidelines and procedures.
• Maintain and regularly update the price list. Check the availability and prices of requested items in the local market; liaise with the Cluster Offices if procurement must be conducted there.
• Maintain, keep up to date and share a weekly procurement tracker, showing the current status of the requested items and the date which they are expected to be supplied.
• Organize the collection of the required number of quotes for all relevant procurements.
• Draft POs according to the procurement committee’s proceedings for review of the relevant manager and submit for budget holder approval.
• Collate all payment files and submit to the Procurement Specialist for the check before submission for payment. This will include, photocopying, scanning recording and posting of the approved procurement packages.
• Prepare weekly summary report on the payment, identifying problems in operations and solution proposed.
• Oversee all arrangement for meetings and conferences as required, ensuring these are delivered to a high quality and cost effectively.
• Follow up on suppliers ensuring that all goods and services from service providers have been made in the required time lines.
• Follow up with finance office on outstanding payment files.
• Maintain and keep up to date a hard documentation filing system for procurement files allowing easy reference for audit purpose.
• Comply with all relevant Pathfinder International policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies.
• Generate any other procurement related reports upon request (item category/donor/time/budget etc).

Basic Requirements

• Bachelor’s degree in Procurement/Logistics, Supply Chain Management, Business Administration, Accounting or related field
• Back ground on handling procurements under USAID funded projects and a level one of Professional qualification (e,g CIPS, CILT) an added advantage.
• Experience in procurement and logistics in INGO – minimum 3 years.
• Excellent Communication and interpersonal skills
• Excellent IT literacy required – Word, Excel, PowerPoint, Email System, Internet browsing-
• Highly organized with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail.
• Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time.

Equal Employment Opportunity Policy

Pathfinder International provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Safeguarding and Protection

Pathfinder is committed to the safeguarding and protection of the people we serve and our staff. We have zero tolerance for any type of behavior that inflicts harm on children, young people, adults, our staff and partners including sexual abuse, harassment, bullying, and exploitation. We do everything possible to ensure that we recruit only those who are suitable to work with for us and expect that everyone we hire will abide by our safeguarding and related policies and will report any suspected or known violations. This job is subject to a range of vetting checks as legally permitted in the country where they are being hired. By submitting an application, the job applicant acknowledges they understand our intent to verify suitability to work with us.

Closing Date: October 10, 2022

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