Procurement Assistant job at ALIGHT Uganda | Apply Now

Procurement and Supply Chain Management:

• Prepare PRF’s for service and goods relating to Logistics and Supply Chain department.

• File reviewed and approved PRF’s submitted to the Procurement Officer.

• Check and confirm specifications of goods and services are clear and precise in PRF’s prior to sourcing for quotes to ensure goods quality and value for money in procurement of goods and services.

• Draft RFQ’s for cash, single quotation, and simple quotations procurement thresholds in line with defined procurement procedures in Country Logistics Manual.

• Draft Bid Analysis for simple quotation procurement thresholds, submit to the Procurement Officer for review and follow up onward review and approval by different stakeholders in line with DoA matrix.

• Support to prepare evaluation reports (minutes and CBA’s) for the procurement committee meetings in tender and supplier prequalification processes as and when required.

• Prepare Purchase Orders (PO) for approved Purchase Request Forms and Bids Analysis for cash and receipt, single quotation and simple quotation procurement thresholds, and negotiate competitive prices, better delivery timelines and ensure high quality of goods and service in the best interest of Alight.

• Follow up executed orders with contracted vendors to ensure prompt and timely service and goods delivery in line with stipulated lead times.

• Scan and upload all procurement documents for ease of review and approval in Ready Sign platform and e-filing.

• Update the procurement tracker on daily basis with details of progress on procurement transaction files for monthly reporting.

• Track and record of all payments submitted to Finance for settlement of supplier claims into invoices tracker for spend analysis and commitments mapping.

• Ensure proper and accurate filling system of procurement transaction copies for purposes of compliance to standard record keeping, audit trails and traceability.

• Provide regular feedback to all requesters on the status of their procurement requisitions and delivery timelines upon order placement.

• Liaise with the finance department to administer the final payments to vendors in line with the terms and conditions outlined in the PO and contracts.

• Perform any delegated tasks as and when assigned by the supervisor to support Logistics and Supply Chain Department.

Reporting and Documentation:

• Update the procurement tracker and submit to the procurement officer for prior review to inform weekly status updates every Friday to keep the program teams informed with the status of their procurements in sourcing pipeline.

• Maintain the filing system of all procurements and maintain a good record of all procurements in collaboration with the procurement officer.

• Scan all procurement files and file for traceability to ensure a proper filing using e-filling system for all the procurement related documents