Procurement Assistant

A Procurement Assistant is responsible for supporting the procurement team by managing purchase orders, coordinating with suppliers, and ensuring timely delivery of goods and services. They maintain accurate records of transactions, verify invoices, and assist in sourcing and negotiating contracts. Strong organizational and communication skills are essential, along with proficiency in procurement software and Microsoft Office applications. This role requires attention to detail, adherence to company policies, and the ability to work efficiently in a fast-paced environment. A high school diploma or equivalent is typically required, with additional training or certifications in procurement being advantageous. Marie Stores Uganda (MSU) is currently seeking a qualified and motivated individual to fill the role of [Job Title] within our organization. The successful candidate will be responsible for [Job Responsibility 1], [Job Responsibility 2], and [Job Responsibility 3]. Additionally, the ideal applicant must possess [Required Qualification 1], [Required Qualification 2], and [Required Qualification 3]. Fluency in both English and [Local Language] is essential, and prior experience in [Relevant Field] is highly advantageous. The position offers a competitive salary, comprehensive benefits, and opportunities for professional growth within a dynamic and mission-driven team. We are seeking a dedicated professional to join our nonprofit organization, where the mission is to drive meaningful change through strategic initiatives and community engagement. The ideal candidate will possess a strong commitment to our cause, along with the ability to collaborate effectively with diverse stakeholders, including donors, volunteers, and partner organizations. Responsibilities include developing and implementing programs, managing grant applications, and overseeing fundraising efforts to sustain our operations. Proficiency in budget management, data analysis, and communication skills are essential, as is experience working in the nonprofit sector. This role offers an opportunity to contribute to impactful projects that create lasting social impact. Admin & Office, Business Operations, Transportation & Logistics, Social Services & Nonprofit Marie Stores Uganda (MSG), a component of MSI Reproductive Choices—a global initiative focused on expanding access to high-quality reproductive healthcare—operates from its base in Kampala, Uganda. As a key player in Uganda’s health sector, MSG delivers comprehensive sexual and reproductive health services through diverse channels, including over 915 public health facilities nationwide. The organization also manages 25 mobile outreach teams, 12 health centers, and a dedicated maternity hospital, while promoting socially marketed products such as Flame and Lifeguard condoms, Back Up emergency contraception, and Well Plan daily contraceptive pills. Through these efforts, MSG empowers women and families to make informed decisions about family planning, fostering opportunities for them to achieve their goals and enhance their well-being and economic stability. Reporting to the Procurement Manager, this position facilitates and executes procurement initiatives to guarantee that all procured goods and services align with Marie Stores’ benchmarks for quality, quantity, cost-efficiency, and punctual delivery, all while upholding transparent, streamlined, and regulation-compliant procurement operations in accordance with established policies and procedures. Oversee and execute critical assignments encompassing core duties, ensuring alignment with organizational objectives and high standards of performance. Manage and prioritize tasks effectively to meet established deadlines while maintaining accuracy and attention to detail. Collaborate with cross-functional teams to facilitate seamless communication and drive project completion. Provide leadership in identifying process improvements and implementing strategic initiatives to enhance operational efficiency. Maintain compliance with industry regulations and company policies to uphold professional integrity and accountability. Measure Review Purchase Requisition Forms (PRFs) to verify their completeness, then convert them into Purchase Orders via Radiogram, while ensuring timely follow-up with vendors to confirm delivery schedules. Prepare, review, and finalize supplier contracts while procuring goods and services to ensure cost-effectiveness, regulatory adherence, and punctual delivery. Coordinate the timely delivery of materials to the warehouse and relevant user departments as required. Verify supplier invoices, delivery notes, job cards, and other relevant documentation to ensure correctness and facilitate prompt vendor payments through the Finance department. Compile procurement submissions, formulate recommendations, and submit them to the Procurement Committee for evaluation. Deliver prompt responses to procurement-related inquiries while ensuring the information provided is precise; promptly escalate any unresolved or critical issues to the Line Manager for further action. In collaboration with departmental heads, your responsibility will involve creating and managing MSG’s Specification Database, which is subject to monthly reviews and updates to maintain its accuracy and relevance. Monthly procurement reports must be prepared, summarizing PRFs received, processing times, purchase orders issued, and cost savings realized.

• Achieve value for money in all procurements by negotiating effectively and confirming that goods and services meet their intended purpose. Ensure strict adherence to all MSI procurement policies and procedures at all times. 98% of Purchase Requisitions (PRFs) were successfully converted into Purchase Orders (POs) within the agreed Service Level Agreements (SLAs), while 95% of all deliveries were received punctually in alignment with the specified timelines. All contracts and Local Purchase Orders (Los) are processed and submitted fully in compliance with the Service Level Agreement (SLA), while realizing a 15% cost reduction through strategic competitive sourcing and effective negotiations. All deliveries must be dispatched to end users or warehouses strictly within the agreed timelines following receipt and inspection. All supplier invoices and corresponding supporting documentation must be thoroughly reviewed and forwarded to the Finance department no later than two business days after receipt. 95% of supplier payment requests are processed without any documentation errors, reflecting a high level of accuracy and efficiency in submission handling. All submissions must be prepared and presented digitally, ensuring full compliance with established deadlines. Each month, all assigned category specifications undergo a thorough review and update to ensure they remain current and accurate. Professional rewriting: Monthly procurement reports and savings summaries must be submitted by the third working day of each month, ensuring timely and accurate financial tracking. Achieved a 15% reduction in expenditures compared to approved procurement budgets for designated categories. Ensure strict adherence to all Procurement Manual standards, Standard Operating Procedures (SOPs), and Service Level Agreement (SLA) requirements, with an unwavering commitment to achieving zero procurement non-compliance findings. We are seeking a skilled professional to oversee and enhance our vendor relationships and procurement processes. The ideal candidate will be responsible for negotiating contracts, ensuring compliance with company standards, and fostering long-term partnerships with suppliers. Key duties include evaluating vendor performance, managing risk, and identifying opportunities for cost savings and efficiency improvements. A strong background in procurement, supply chain management, or a related field is required, along with excellent communication and analytical skills. Proficiency in vendor management software and data analysis tools is highly desirable. Maintain the pre-approved vendor database, ensuring it remains accurate and up-to-date in accordance with authorized access and protocols. Maintain ongoing correspondence with vendors to negotiate pricing, confirm product availability, and coordinate delivery timelines. Facilitate the approval process for product samples and specifications by collaborating with the relevant user department. Monitor and assess vendor performance on a monthly basis for the assigned categories, verifying compliance with established quality, delivery, and service benchmarks. All vendor records must be updated monthly in both Radiogram and the supplier database. 95% of vendor communications are addressed within the mutually agreed-upon timelines. Approval of all required samples must be completed in full prior to the contract being awarded. Monthly, all vendor performance reviews are conducted, and the vendor tracker is updated within two days of any reported incident. We foster meaningful relationships with key stakeholders to ensure alignment, transparency, and mutual value creation throughout every phase of our initiatives. This role requires exceptional communication and negotiation skills to adeptly manage diverse expectations, resolve conflicts, and drive collaborative decision-making. Candidates must demonstrate a proven ability to engage with executives, clients, partners, and internal teams while maintaining a strategic and results-oriented approach. Responsibilities include facilitating open dialogue, identifying stakeholder needs, and proactively addressing concerns to sustain long-term partnerships and achieve organizational objectives.

Foster strong connections with internal and external stakeholders to ensure effective collaboration and communication. Effective reporting is a critical component of this role, ensuring timely and accurate dissemination of financial and operational data to stakeholders. You will compile, analyze, and present reports that support strategic decision-making while maintaining compliance with regulatory standards. Proficiency in data visualization tools and advanced Excel skills are necessary to transform complex datasets into clear, actionable insights. This position requires meticulous attention to detail, strong analytical abilities, and the capacity to meet tight deadlines without compromising quality. Monthly procurement reports will be compiled and distributed to the Procurement Manager, contracts tracker, and stakeholder queries tracker to enhance operational efficiency, ensure regulatory compliance, and facilitate informed value-for-money decision-making. We have achieved a 90% stakeholder satisfaction rating based on internal feedback surveys. Monthly reports, contracts tracker, and stakeholder queries tracker must be submitted and updated in full by the designated deadlines. Seeking candidates with a strong background and hands-on expertise in the relevant field. Applicants must demonstrate prior experience through practical application, ensuring proficiency in key methodologies and industry standards. The ideal candidate will possess a depth of knowledge supported by relevant years of professional or project-based experience, enabling them to navigate complex challenges with confidence. With a minimum of two years of relevant work experience in a dynamic organizational setting, you will have demonstrated proficiency in this role. Detail-oriented professionals with a strong commitment to precision and meticulous execution are essential. A rigorous adherence to accuracy and a proactive approach to identifying discrepancies are critical requirements for this role. Demonstrated expertise in leveraging Microsoft Excel, Microsoft Word, Outlook, and additional computer applications is essential. Demonstrates exceptional interpersonal abilities, fostering productive professional relationships across all organizational levels, both internally and externally. Proven ability to communicate effectively in both spoken and written formats. Proficient in crafting clear, concise, and well-structured written reports to convey complex information effectively. Demonstrates strong analytical abilities and attention to detail in documenting findings, analyses, and recommendations. Demonstrates strong self-motivation and the capacity to operate effectively with minimal supervision. Exhibits a high degree of initiative while managing tasks independently. Thrives in environments where structured oversight is not required. Demonstrates strong capacity to perform effectively in high-pressure environments while consistently meeting established deadlines. Qualifications and Training Requirements: Essential: – A relevant degree in a related field or equivalent professional qualification. – Minimum of [X] years of experience in a similar role. – Proficiency in industry-standard software and tools. – Strong analytical and problem-solving abilities. – Excellent communication and teamwork skills. Desirable: – Advanced certifications or specialized training in a relevant area. – Experience with project management methodologies. – Knowledge of industry regulations and compliance standards. – Familiarity with data analysis and reporting tools. – Leadership or mentoring experience in a team environment. A recognized higher education institution must award a Bachelor’s degree in Supply Chain, Procurement and Logistics Management, Business Administration, or Commerce. Team Members are expected to embody the MSI Behaviors, demonstrating a commitment to excellence in all aspects of their role while fostering a collaborative and inclusive work environment. They must exhibit strong communication skills, adaptability, and a proactive approach to problem-solving, ensuring alignment with organizational goals. Integrity, accountability, and a customer-focused mindset are essential, as is the ability to work effectively both independently and within cross-functional teams. By upholding these behaviors, team members contribute to a culture of continuous improvement and high performance. At MSI, excellence is measured not only by the outcomes achieved but also by the manner in which individuals carry out their responsibilities and the influence they exert on their colleagues. We foster and require all team members to consistently embody the following behaviors:

• Model the Way I consistently pursue excellence while maintaining transparency, ethical conduct, professional responsibility, and unwavering honesty in all my professional engagements. I exemplify leadership through transparency, honesty, and accountability, consistently pursuing excellence while fostering an environment of open communication across all levels.

Autres informations

• Foster a collective sense of purpose and alignment by articulating a compelling vision that resonates with team members and stakeholders alike, encouraging unified commitment to shared objectives. I foster a unified vision, maintain strategic clarity, articulate a coherent plan, and ensure client perspectives are integral to all key decisions. I unite teams around MSI’s vision by inspiring them with shared ambitions, converting strategic plans into actionable objectives, and recognizing that our collective success hinges on the contributions of clients, colleagues, and partners alike. Challenge conventional thinking and drive innovation by continuously questioning established norms and practices within the organization. Seek out opportunities to improve existing processes, encouraging a culture of experimentation and calculated risk-taking. Actively engage in identifying inefficiencies and propose data-driven solutions to enhance operational effectiveness and productivity. Foster an environment where questioning the status quo is not only accepted but expected, empowering teams to challenge assumptions and pursue transformative change. I continuously seek opportunities to enhance processes, champion innovation, and adopt fresh perspectives while drawing valuable lessons from past encounters. Additionally, I am a staunch advocate for both personal and professional growth—mine as well as that of my colleagues. I defy traditional norms, foster ongoing growth, and value constructive input while proactively navigating change to advance MSI’s mission. Empower colleagues to take initiative and act decisively by fostering an environment of trust and collaboration. I foster an inclusive environment at MSI where individuals are empowered to contribute their best work, thrive, and achieve their fullest potential, while actively valuing diverse perspectives and ensuring all voices are amplified. I prioritize cultivating trust, fostering collaboration, and promoting shared ownership, all while nurturing emerging leaders and upholding the dignity and respect of every individual. Foster a culture of recognition and appreciation to inspire and motivate individuals, ensuring their contributions are acknowledged and valued. I consistently acknowledge the contributions of others, foster a culture of shared celebration, support the growth of the MSI community, and demonstrate genuine care and commitment. I uphold rigorous standards and ambitious objectives, foster individual excellence, honor our core values and achievements, and prioritize our collective humanity. Demonstrates strong leadership capabilities, exclusively targeting individuals in leadership roles. You motivate individuals and teams by adapting your leadership style to different situations, ensuring everyone receives precise guidance and support. You actively identify and create opportunities that inspire and engage team members, fostering their professional growth and unlocking their potential while simultaneously enhancing our talent pipeline and succession planning initiatives. You stay abreast of emerging trends within our industry, leveraging strategic foresight regarding our clients and business operations, and foster this mindset among your team. You craft and communicate a compelling vision of the future that energizes and motivates those around you. MSI is committed to fostering an environment that values integrity, innovation, and collaboration, ensuring ethical practices and continuous improvement across all operations. The company prioritizes sustainability, strives for operational excellence, and upholds a culture of mutual respect and accountability. MSI seeks individuals who demonstrate strong ethical principles, a passion for driving positive change, and the ability to work effectively within diverse teams while maintaining a customer-centric approach.

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