Procurement Officer (1 Position)

Job Description

Reports to: Director Financial Management and Operations
Supervises: Procurement Assistant
Duty Station: Jinja Office

Job Summary: The Procurement Officer will coordinate the procurement of supplies and equipment for
supported health units and program activities. S/he will be responsible for ensuring effective and efficient
functioning of all procurement and disposal activities of the project

Roles and Responsibilities

• Work with the Project technical teams, and the Finance/Administration team, to plan for and
  implement detailed and efficient operational procurement support to project supported districts,
  health sub districts and health facilities. This includes but is not limited to: logistics support for on-site
  and off-site project supported activities.
• Establish and implement a monitoring system that ensures prices paid for goods and services are in
  line with local market prices.
• Develop and consolidate Procurement Plans and budget for every financial year and account for
  expenditures in accordance with MJAP and USG procurement policy and guidelines.
• Review, develop, update and monitor the implementation of the MJAP procurement policy,
  guidelines and tools in accordance with the USG and MJAP procurement policy and guidelines.
• Conduct supplier pre-qualification and management; prepare pre–qualification documents, invite
  public bidders for pre-qualification exercise and conduct price search and market surveys in line with
  the procurement rules and regulations.
• Prepare bidding documents, invite the shortlist bidders to submit their proposals and manage the
  Tender/Bid opening and communication of awards as per procurement rules and guidelines.
• Prepare and submit quarterly Procurement reports to Director Finance and Administration and
  respond to all queries or communications regarding the reports in line with MJAP procurement
  policy and guidelines.
• Organize and manage contract negotiations with pre-qualified suppliers to negotiate terms and
  conditions of contract in line with MJAP and USG procurement policy and guidelines.
• Review and monitor the implementation of a contract management system for the procurement
  process and provide technical support to user departments in contract management, in line with
  MJAP procurement policy and guidelines.
• Documentation and Payment Processing: in coordination with finance team such as the Finance and
  Operations Manager, Finance Officer, and the Program/Finance Assistants, to ensure adequate
  documentation in support of various project events such as field training and meetings and other
  meetings involving internal and external staff and other stakeholders. S/he will design a system that
  puts in place a robust mechanism for the prompt and timely submission of such supporting
  documentation to the finance office to facilitate timely payment processing.
• Coordinate and manage the disposal of assets in accordance with MJAP and USG procurement
  policy and guidelines.
• The Procurement Officer is responsible for the creation, management and ongoing maintenance of a
  filing, archiving and retrieval system in electronic and hard copy formats for MJAP procurement
  policy and guidelines, in accordance with established policies. S/he will also maintain records of
  official correspondence and communications and create a system to log both incoming and outgoing
  correspondence relating to procurements.
• Supervision, Training & Development: The Procurement Officer will directly supervise the
  Procurement Assistant and ensure performance of the highest standard; consistent with project needs.

Qualifications, job requirements and competencies

• Bachelor of Procurement and Logistics Management or Bachelor of commerce, Business Administration
  or a related business field
• Membership of CIPS is an essential requirement for this job.
• Minimum 5 years’ project procurement management experience, including managing field office
  procurements and supervision of employees.
• Thorough knowledge of USG contractual, procurement and reporting requirements.
• Strong leadership, analytical and organizational skills; demonstrated ability to work both independently and
  within a team, assess priorities, and manage multiple activities with attention to detail.
• Excellent problem-solving capacity, with demonstrated ability for considerable analysis and sound judgment
• to find solutions in a complex environment with shifting and competing priorities.
• Excellent cross-cultural communication (both oral and written) and interpersonal skills demonstrated by
  ability to interact professionally with culturally and linguistically diverse staff, stakeholders, clients and
  consultants.
• Advanced Computer skills including proficiency in Microsoft Office programs (Excel spreadsheets, word
  processing, power point, and electronic mail).

Financial, Anti- Fraud, Safeguarding and Risk Management Clause:
MJAP enforces a strict zero-tolerance policy against fraud, corruption, sexual exploitation, abuse, and harassment in all
program areas. All employees must uphold high ethical standards and ensure transparency and fairness, in line with MJAP
Human Resource policies. In your role, you’ll be responsible for maintaining the organization’s financial integrity and
supporting effective safeguarding and risk management practices.

Key responsibilities include.

• Financial Accountability: Uphold MJAP’s commitment to financial integrity by effectively managing
  resources and accurate reporting of expenditures. Ensure responsible and transparent resource management
  in compliance with organizational standards and donor requirements and take ownership of any discrepancies
  that arise.
• Safeguarding: Uphold the organization’s dedication to protecting vulnerable populations, including
  beneficiaries, staff, and volunteers. This includes identifying, reporting, and addressing safeguarding issues per
  established policies. Your role is essential in fostering a safe and supportive environment for everyone involved
  in our programs.
• Risk Management: Actively identify, assess, and mitigate risks related to program implementation and
  operations. Collaborate with teams to create and maintain risk management plans in line with organizational
  policies. Regularly review and update practices to address new challenges or changes in the operational
  environment.

Application Procedure:
MJAP is dedicated to inclusion and diversity, evaluating all job applicants solely based on merit, regardless of
race, gender, color, national origin, religion, age, marital status, or disability. As an equal opportunity employer,
MJAP does not charge applicants at any stage and is not responsible for losses from fraudulent recruitment
activities.

Qualified candidates are invited to apply by 4:30 PM EAT on Thursday December 4th, 2025., Please submit
your application via this link: https://forms.gle/teugJZKanduUj9BL7 For details about advertised position,
please visit the website of Makerere University Joint AIDS Program.

Offer of employment will be subject to satisfactory references including but not limited to appropriate
background checks, criminal records, and previous employment findings of fraud, corruption, sexual
exploitation, abuse or harassment during employment, or incidents under investigation when the applicant left
employment. By submitting an application, the job applicant confirms their understanding of these recruitment
procedures. Please ensure that your attachments do not exceed 25 MB. We do appreciate your interest to
work with MJAP. However, we regret that only shortlisted candidates will be contacted within one week after
the submission deadline