Kampala Club

Job Title: Procurement and Administration Officer

Organization: Kampala Club

Duty Station: Kampala, Uganda

Reports to: General Manager

About Us:

Kampala Club is a Members' Private Social Club located in the Kampala Central Business District and one of the leading sport's Clubs in Uganda. The Club has an average membership of 600 members.

Job Summary: The Procurement and Administration Officer will be responsible for the Procurement and Administration functions of the Club.

Key Duties and Responsibilities:

Procurement duties:

• • Initiating, developing and implementing the procurement policies and procedures.
• • Liaising with end user departments and collating their procurement requirements
• • Monitoring and ensuring compliance with the procurement policies and regulations
• • Preparation of request for quotations according to the specifications of the items / services required
• • Preparing Local Purchase Orders, following up for appropriate approvals and issuing them to suppliers
• • Liaising with suppliers and users to ensure timely delivery of goods and services as per the contractual terms and conditions
• • Proper record keeping and maintaining files of all procurement and supplies management records
• • Preparing periodical procurement reports
• • Ensuring that internal customer and supplier relationships are maintained well to deliver breakthrough performance in cost, service and quality
• • Providing technical advice to staff and the Procurement Sub Committee
• • Liaising with the Finance Department to ensure availability of procurement funds and timely payment to suppliers
• • Attending to inquiries from bidders and suppliers
• • Collaborating with user departments by providing feedback on the status of their procurement requisitions
• • Maintaining an up-to-date database of suppliers and service providers

Administrative duties:

• • Setting-up and maintenance of a central filing system for the office in collaboration with the Office Attendant
• • Supervising the Office Attendant in making arrangements for meetings, drafting routine correspondence; typing and formatting minutes and other documents; as well as

routing correspondence to relevant staff

• • Supervising the Staff Cook to ensure that staff meals are prepared and served efficiently and effectively
• • Coordinating and ensuring timely availability of office supplies, stationery, consumables and kitchen supplies
• • Monitoring the condition of office equipment and liaising with service providers to ensure that the equipment are in good working condition at all times
• • Managing the petty cash in accordance with the financial and procurement policies

Human Resource Management duties:

• • Creating personnel files for the newly employed staff, and ensuring all the relevant documents are filed in collaboration with the Office Attendant
• • Coordinating recruitment of new staff in consultation with the staff welfare subcommittee
• • Responding to enquiries and providing information and advice to staff regarding their entitlements, processes, and practices, conditions of service, duties and responsibilities and entitlements under the staff rules and regulations

• • Preparing and monitoring office personnel leave plans to ensure continuous workflow while other staff are on leave
• • Any other lawful duties that may be assigned by the Supervisor

Qualifications, Skills and Experience:

• • The applicant should hold an Honours Degree in a Procurement and Supply Chain Management area.
• • A minimum of three years' working experience in a busy environment.
• • Excellent interpersonal &communication skills.
• • Possess the ability to work under pressure, and with limited supervision
• • Highly computer literate with proven expertise in the use of MS Windows applications.

How to Apply:

All candidates should send their application letters with detailed CVs, testimonials, and other relevant documents should be hand-delivered in sealed envelopes to the undersigned.

The Hon Secretary,

Kampala Club Limited.

Plot 8 Ternan Avenue, Nakasero, Kampala. Uganda

NB: Only shortlisted candidates will be contacted.

Deadline: 18th April 2016 by 5:00 p.m.