Procurement Officer
Full time @Savanna Fibre Uganda posted 9 hours ago in Administration Shortlist Email JobJob Detail
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Job ID 29196
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Career Level Officer
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Experience 3 Years
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Gender Both
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Industry Administration
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Qualifications Degree Bachelor
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Job Type Full time
Job Description
1. ROLE PURPOSE
To run the procurement paperwork, portal and storage functions end-to-end sourcing documentation, purchase orders, goods receipt, vendor records, and procurement storage so that every purchase is documented, traceable and audit-ready. This is a procurement-specific administrative role: the Officer executes the paperwork and records; vendor meetings and negotiation are handled exclusively by the Operations Director.
2. ORGANISATIONAL POSITION & AUTHORITY BOUNDARY
The Procurement Officer reports to the Operations Director and is the sole procurement administrator.
AUTHORITY BOUNDARY: the Officer does NOT meet vendors or negotiate. All vendor meetings, price negotiation and commercial decisions rest exclusively with the Operations Director. The Officer prepares documentation, processes the portal workflow, manages procurement storage, and keeps records executing and reporting, not deciding commercial terms.
3. KEY RESPONSIBILITIES
3.1 Procurement portal & paperwork
- Process purchase requests through the procurement portal: receive approved requests, prepare requisition-to-PO documentation, and track status.
- Prepare the Comparative Analysis / quotation comparison documents for the OD’s review (the OD
negotiates and decides). - Issue purchase orders per the approved decision; maintain the LPO-before-delivery gate (no delivery without an LPO).
- Maintain the 3-quote rule documentation and the threshold-ladder paperwork (direct / quotes / portal
/ competitive).
3.2 Goods receipt & delivery records
- Process goods receipt notes (GRN) on delivery; verify against the PO; record quality checks and rejections.
- Maintain the 3-way match (PO / GRN / invoice) records for Finance’s verification.
- Track on-time delivery and defect rates per vendor.
3.3 Vendor register & documentation
- Maintain the central vendor register and rate cards (maintenance materials, stationery, cleaning, food, utilities, transport).
- Collect and file vendor compliance documents (TIN, trade licence, eFRIS ability) and route new vendors through legal review.
Send vendor notifications (winners + unsuccessful) by email within the agreed window email only, no WhatsApp procurement.
3.4 Procurement storage & stock
Manage procurement storage: receive, register, store and issue procured items with signed records.
Maintain stock levels; never out of stock for more than 2 days; two-bin reorder for critical consumables.
• Keep the storage area organised and auditable.
3.5 AP handover & records
- Prepare complete portal packs for Finance so the 48h AP verification is achievable; track promised payment dates.
- Keep all procurement records (quotes, POs, GRNs, invoices, vendor files) audit-ready and retrievable.
- Maintain email-only procurement discipline; no procurement decisions or records via WhatsApp.
3.6 Reporting
- Produce the monthly procurement report to the OD by the 3rd working day: savings, vendor list, SUM, LPO compliance, stock.
- Report realised vs avoided savings as documented by the OD’s negotiated outcomes.
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