Jobs – The AIDS Support Organization (TASO Uganda)

The AIDS Support Organization (TASO Uganda), an organisation contributing to a process of preventing HIV infection, restoring hope and improving the quality of Life of persons, families and communities affected by HIV infection and disease, requires the services of dedicated, competent, innovative and results oriented persons for employment on a contract basis for the following positions:-

1. Job Title – Procurement Specialist (1 post )

Reports to :  Director Human Resources & Administration Supervises :

Main Purpose of the Job

To manage the procurement function of TASO, provide technical assistance to the procurement committees on procurement matters and give support to departments in regard to procurement activities.

Key Outputs

• Procurement policies, systems, strategies, plans and procedures developed • Technical support and guidance provided on procurement matters

• Contracts and memorandum of understanding developed.

• Compliance with procurement process established and reports written

• Organizational capacity development provided.

• Coordination with the Chairman procurement Committee done.

Key Duties and Responsibilities

• To develop procurement policies, systems, guidelines and procedures for TASO and ensure compliance to them

• Prepare, authorize and approve contracts and Memorandum of understanding with suppliers. • Provide technical support and guidance to TASO management and departments on procurement issues

• Prepare and submit periodic reports on procurement activities

• Lead the process of timely pre-qualifying suppliers on annual basis.

• Develop and maintain organizational procurement capacity by providing training and support to staff with regard to procurement process and governance.

• Liaise and coordinate with the Chairman of the procurement committee on all procurement matters.

• Coordinate the work of the Procurement Committee, as well as the procurement activities of the respective departments or units of TASO • Identify sources of supply for the procurement of items and services required, and invite tenders or place orders as necessary

• Coordinate the processing of tenders for supply of goods or services

• Provide operational support and advice to management and staff in relation to procurement, contracting and contactor management. • Monitoring of procurement chain performance across TASO

• Support Procurement Standards capacity development for TASO teams including benchmarking other organizations

• Represent and service TASO membership on national procurement association

• Facilitate and coordinate best practice tendering and contracting activities. Including: -Reviewing draft tender documents for compliance with standards; – Placing tender advertisements; – Managing tender box openings; – Coordinating tender evaluation processes;

PERSON SPECIFICATIONS – Procurement Specialist Academic Qualifications

A Bachelor’s Degree and Masters Degree in Procurement and Supplies Management. Membership to Institute of Procurement Professionals of Uganda (IPPU) and or the Chartered Institute of Purchasing and Supply Management are a must.

Experience and Exposure At least 3 years in the management of procurement activities in a fairly large organization, preferably donor-funded. Specific Knowledge of Laws, policies and regulations governing procurements will be an added advantage.

Key Skills Procurement of Medical Supplies, Interpersonal skills, Communication skills, Negotiation skills and Computer skills

2. Job Title – Procurement Officer (1 post)

Reports to : Procurement Specialist Supervises:

None Main Purpose of the Job

To process procurement requests, seek for quotations and prepare supplier’s payments in line with the procurement and disposal policy.

Key Outputs

• Administrative services to the procurement committee provided.

• Tenders coordinated, tender documents drafted, and Tender documents opened and analyzed.

• Sources of supply identified.

• Orders placed, followed up and Suppliers’ payments processed. • Operational support and guidance to management and departments provided.

• Contract Register maintained, data base for suppliers maintained and Annual list of prequalified suppliers provided

• Procurement requests processed.

• Quotations from suppliers sourced and Suitability of supplied goods established.

• Items for disposal prepared. Key Duties and Responsibilities

• Provide administrative support services and take minutes of the Procurement Committee

• Follow up orders placed with suppliers to expedite the delivery of the required items or services

• Establish and maintain a Contact Register; • Maintain an up-to-date database on the existing and potential sources for procurement of the items and services required by TASO

• Process valid procurement requests

• Assist the user departments to assess the suitability of the goods and services procured, and their conformity to specifications and standards

• Check the specifications and TOS for completeness and plausibility

• Maintain procurement files up date,

• Draft tender documents • Assist in the tender openings and evaluations.

• To source quotations from suppliers.

• Prepare supplies’ payments

• Prepare items for disposal and submit to the procurement committee.

PERSON SPECIFICATIONS – Procurement Officer Academic Qualifications

A Bachelor’s Degree in Procurement and Supplies Management

. Membership to Institute of Procurement Professional of Uganda (IPPU) is a must.

Experience and Exposure

At least 2 years in the management of procurement activities in a fairly large organization, preferably donor-funded. Specific Knowledge of Laws, policies and regulations governing procurement is an added advantage. Specific reference to PPDA is critical; knowledge in making procurement plans and smooth procurement operation

Key Skills Procurement of medical supplies, Interpersonal skills, Communication skills, Negotiation skills and Computer skills

3. Job Title – Assistant Information Management Officer Department/

Location: TASO Service Centre / Rukungiri

Reports to: Information Management Officer Main Purpose of the Job Assist the Information Management Officer to ensure proper management of data and information systems at the Centre Key Outputs • Data routinely validated and cleaned • Data entry supervised • Data backup ensured • Logistical support to Part time Data Entry Clerks Key Duties and Responsibilities • Spearhead the sorting process of physical files before entry into computers • Ensure timely entry of quality data by Part time Data Entry Clerks • Carry out routine entry of service centre data • Do routine data cleaning and validation • Carry out routine data analysis and reporting • Make daily data backups • Provide technical support to Part time Data Entry Clerks and Records Clerks • Monitor to ensure proper usage and smooth running of all information systems at the centre • Effectively participate in service centre surveys and operational research • Offer technical support and training to data collectors and other end-users • Ensure proper usage and maintenance of ICT equipment at the service centre • Enter data • Provide logistical support to the PSI department.

PERSON SPECIFICATIONS –

Assistant Information Management Officer Academic Qualifications Degree in Statistics, Quantitative Economics, Computer Science or Business Computing Minimum Experience and Exposure 2 years in Data Management preferably in health related work Special Knowledge TASO policy on data management, Ethical issues in data management, and Rights of PLWHAs Key Skills ICT Skills, Data Management Skills, Communication Skills, Analytical skills, and Interpersonal Skills

Only qualified candidates who meet all the above requirements are invited to submit their resume, copies of certified academic certificates, testimonials and three referees. All interested Candidates MUST attach a fully filled Application Form which can be down loaded from the TASO Website at www.tasouganda. org or any TASO Center. Note: Please firmly staple your papers together.

Only short listed candidates will be contacted.

Deadline: 29th November 2013 by 4:30 pm.

Please forward your applications to: The Director Human Resource & Administration TASO Uganda P.O. BOX 10443 KAMPALA “OR hand deliver your application to TASO Headquarters Level II, located at Old Mulago Hospital