Office and Procurement Associate Job

Job Title: Office and Procurement Associate

Organisation: GiveDirectly

Reports to: Finance Manager

Duty Station: Kampala, Uganda

Reports to: Office and Procurement Manager

About US:

GiveDirectly is driving a re-evaluation of the assumptions underlying international philanthropy with a provocative model: we deliver donations directly to the extreme poor and let them decide what to do with them. This approach builds on two converging trends: the rapid spread of electronic last-mile payments solutions in the emerging markets, and the large body of experimental evidence showing that direct transfers are as or more cost-effective at reducing poverty than more traditional, top-down approaches. GiveDirectly’s field operations utilize state-of-the-art technology and business processes to deliver transfers securely, efficiently, and transparently. Our unorthodox approach – allowing the poor, and not the donor, to choose where they invest – has prompted debate in the popular press and among policy makers.

Key Duties and Responsibilities:

Administration and Office Management

Oversee the smooth flow of routine administrative work and ensure adherence to the organization’s administrative procedures by staff.
Ensure proper functioning and maintenance of office equipment and other facilities.
Assist in conducting and arranging for training and office events
Receive and process requests for cash for field activities and review staff accountabilities.
Draft all office communications including memos, official letters, and orientation agendas.
Train staff on and enforce administrative policies.
Make travel and accommodation arrangements and bookings for staff and partners.
Ensure timely provision of supplies to enable smooth operation at the office
Monitor and help process travel and Visa documents for expatriate staff
Verify staff, partner, and supplier payment requests and follow up on their payments with the Finance department.
Supervise cleaning of the office premises every day and ensure the smooth running of the Office
Maintain schedules of payments and due dates for tenancy for all running contracts with service providers.
Assist in formulating department budgets and cash projections for the month.
Filing documents in reference files in G-Drive in line with GiveDirectly’s filing rules
Assist in onboarding of newly hired staff and offboarding of staff whose contracts have ended
Handle petty cash, cash withdrawals, and monthly cash counts, keeping the cashbook according to GiveDirectlys accounting policy
Support in the monitoring of expenses in accordance with the office management budget
Assist in the internal/ external controls and audits

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Procurement and Contracts Management:

Assist with developing and implementing policies and systems for effective and smooth operation and identifying opportunities for risk mitigation and process improvement
Coordinate Procurement Planning and Execution in liaison with respective Program budget holders.
Assist in Drafting and preparing contracts for vendors and supervising/monitoring vendor performance.
Assist in Coordination and complete Prequalification Process leading to prequalified supplier lists for the organization
Conduct market assessment, vendor mapping, Profiling, and maintaining a supplier database for commonly used items.
Provide guidance, advice, and training to staff on procurement and logistics processes
Analyze Procurement requirements and select the most appropriate method depending on the value of procurement.
Analyze, negotiate, and prepare contractual agreements and any addenda.
Prepare and submit for review and approval of procurement documents, vendor correspondences and minutes of all procurement committees.
Coordinate with the Finance department to ensure that all payments to vendors are made on time and without financial strain on the organization
Prepare for receipt of goods purchased for office or programmatic activities at all offices (considering the need for segregation of duties in the process.
Plan goods delivery to office and other project sites in accordance with the needs while minimizing costs.

Stores, Inventory, and Asset Management:

Ensure that procedures outlined in GiveDirectly’s Asset Management Manual will be implemented in all Offices
Oversee Assets Movement and regular updating of stores and assets inventory to ensure that they are properly tagged and allocated.
Oversee and ensure effective store delivery systems are in place, and ensure goods movement is properly documented, reconciled, and reported.
Prepare monthly stock count certificate and present it for approval
Ensure all lost, damaged, sold, stolen (or other) items are properly recorded with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is complete
Conduct quarterly verification of all assets to ensure consistency with information in the database
Ensure Proper disposal of obsolete or broken equipment as per GiveDirectly regulations

Security Management.

Serve as security focal point for the field office, update and implement security policies appropriate for the local context
Ensure that outsourced guards are deployed at all offices
Train the outsourced security guards on GiveDirectly’s Security Standard Operating Procedures and ensure staff and visitors follow office entry procedures.
Submit regular security reports to Supervisor on occurring incidents and any security issues/concerns

Qualifications, Skills and Experience:

The applicant must hold a Bachelor’s Degree in Procurement and Supply Chain Management, Business Administration, or related & Equivalent field
Three years of experience in administrative and procurement management in the NGO sector with strong organizational skills.
Ability to interact effectively with international and national personnel, and adaptability to unanticipated circumstances.
Good working knowledge of IT tools (related software, phone, email, the internet) and computer applications (e.g., MS Word and Excel, G-suite )
Exceptional emotional intelligence and a demonstrated ability to work cross-culturally and cross-functionally
Exceptional organizational skills and attention to detail
Exceptional communication skills, including the ability to navigate challenging office management situations that involve complex interpersonal dynamics
Strong ownership mindset and ability to work in a self-directed manner
Comfortable operating in a culture of direct, candid feedback
Excellent English oral and written skills and a high level of service orientation.
Willingness to upskill as required by the tasks to be performed.
Willingness to travel within Uganda.