Ministry of Education and Sports -- Vacancies

The Government of Uganda, represented by the Ministry of Education and Sports, has received assistance from the British Government in the form of a Technical Cooperation Grant over the period 1998 - 2003. The purpose of the grant is to support the Ministry in the implementation of The Education Strategic Investment Plan (ESIP).The Ministry intends to utilize some of the funds to fill existing manpower gaps by recruiting staff under the following units.A. PROCUREMENT UNITIn line with the Public Finance (Procurement) Regulations 2000, on procurement Reform in Government Ministries, the Ministry of Education and Sports has found it necessary to establish a procurement Unit to carry out the procurement functions as well as constitute a Secretariat for the Contracts Committee.Applications are invited from suitably qualified persons to fill the post specified herein. Applications should be submitted to the Permanent Secretary, Ministry of Education and Sports P.O. Box 7063, Kampala not later than 26th April, 2002.Applications should bear the title of the post applied for and applicants should attach a set of 3 photocopies of their certificates and testimonials plus 3 recent certified passport size photographs.1. POST: PRINCIPAL PROCUREMENT OFFICERQualifications and working experienceApplicants should be in possession of an Honours Bachelor’s Degree in either Business Administration, Economics or Finance from a recognized University/Institution with professional qualifications or training in Procurement and Supplies Management.He/She should have a minimum of ten years working experience in Procurement and Supplies Management in a public or private organization. Must be conversant with World Bank and African Development Bank procurement procedures.In-depth working experience in ccmputer applications, particularly spreadsheets will be of advantage.Professional competence, strong leadership qualities, good communication skills and high integrity are essential.DUTIES:The incumbent will be responsible to the Under Secretary/ Finance and Administration (US/FA) for performing the following duties:u Develop and manage the Secretariat for the Contracts Committeeu Initiate and develop appropriate procurement strategies, plans, policies, programmes and procedures.u Participate in the qualification process and analysis of procurement methodsu Plan, budget and direct the procurement process of stores, including the tendering, evaluation, negotiation and contracting processesu Ensure that procurement activities are in accordance with the established procurement guidelines, regulations and procedures in a transparent manneru Identify, evaluate and develop reliable supply sources in order to establish and maintain qualified and competent suppliers up-to-date database.u Ensure economic procurement of supplies and clearance thereof at ports of entry in terms of quality, time and costu Design and implement an appropriate computerized procurement system for the Ministryu Submit reports through Contracts Committee to CTBu Report to Under Secretary/Finance and Administration.2. POST: SENIOR PROCUREMENT OFFICER, contractsQualifications and Working Experience:Applicants should be in possession of an Honours Bachelor’s degree in Law and a Diploma in Legal practice from a recognized University/Institution. A professional qualification in Procurement will be of added advantage.He/she should have a minimum of five (5) years working experience in procurement and management of contracts in a public or private organization.In-depth experience in computer applications, particularly spreadsheets and database management will be of added advantage.Strong leadership skills, good communication skills and high integrity are essential.DUTIES:The incumbent will be responsible to the Principal Procurement Officer forperforming the following duties:• Manage the contracts formation and implementation• Assist the Principal Procurement Officer (PPO) in the designing of a procurement strategy for the Ministry• Develop appropriate systems, procedures and training for the Secretariat and the Contracts Committee• Analyze requests for extensions or amendments to existing contracts and make recommendations of approval or alternative solutions to contracts committee.• Interpret Procurement Procedures and ensure compliance with legal requirements, contracting principles and cost effectiveness.• Analyzes and determines normal and urgent requests of departments to meet short and long term contractual requirements• Deputise for the PPO in his/her absence• Reports to PPO.• Guide negotiation meetings• Handle disputes arising out of contracts between the Ministry and suppliers/contractors3. POST: PROCUREMENT OFFICER (TECHNICAL)Qualifications and Working Experience:Applicants should be in possession of an Honours degree in Civil Engineering with either post-graduate degree or Diploma in Business Administration, Finance or CIPS.He/she should have a minimum of five years’ working experience in managing Civil Works Contracts formation or implementation.In-depth experience in computer applications.Strong leadership skills, good communication skills and high integrity are essential.DUTIES:• Provide technical support to the Secretariat in Civil Works Contracts procurement• Develop, design specifications, standards, parameters and criteria for construction projects.• Assist in the selection and procurement of consultancy for Civil Works Contracts • Review the technical proposals and advise the Contracts Committee • Assist in the development and management of Civil Works Contracts • Design and implement a computerized system for processing and tracking Civil Works Contracts. • Review progress payments, make final inspection and make recommendations. • Guide meetings during negotiation for civil works4. POST: PROCUREMENT OFFICER (GENERAL)Qualifications and Working Experience:Applicants should be in possession of an Honours’ Degree in Business Administration, Economics or Finance from a recognized Institution or a professional qualification such as CIPS.He/She should have a minimum of 5 years’ working experience in procurement supervision and implementation of contracts in a public or private organization.In-depth working experience in computer applications, particularly spreadsheets and database.Professional competence, strong leadership qualities, good communication skills and high integrity are essential.DUTIES:u Assist PPO and SCO to manage activities of the Secretariat u Assist in the management of procurement from specification to delivery and payment u Guide Heads of Department/Programmes regarding the documents to be submitted for Secretariat approval u Ensure efficient computerized stock management u Establish periodic checking and reporting system on stock for adequate needs assessment and qualification of supplies requirements for replenishment u Ensure systems and schedules to ensure efficient packing, dispatch, transportation and distribution of stores u Ensure that stores are properly kept, maintained and issued within the established guidelines u Ensure an efficient and effective procurement and delivery system u Compile specification notes collect information and draw up specifications for items to be procuredu Prepare bidding packages u Assist in preparing and submitting periodic purchase reports u Receive and prepare analysis of quotations/tenders for the Contracts Committee u Prepare draft contract documents and other related documents u Reports to Senior Procurement Officer.5. SUPPLIES OFFICERQualifications and Working Experience:Applicants should be in possession of an Honours Degree in Business, Finance or a professional qualification in CIPS.He/she should have a minimum of at least 5 years working experience in procurement or supplies management.He/she should be computer literate.Strong leadership skills, good communication skills and high integrity are essential.DUTIES:• Develop an efficient and effective supplies, delivery and distribution system• Register all and control requisitions and maintain stores records• Verify stock and determine replenishment levels• Prepare Local Purchase Orders (LPOs)• Develop a computerised Inventory Management System• Supervise Senior and Stores Assistant.6. SENIOR STORES ASSISTANTQualifications and Working Experience:Applicants should be in possession of a Diploma in Stores Management or warehousing.He/She should have a minimum of 5 years working experience in storekeeping.He/she should be computer literate.Strong leadership skills, good communication skills and high integrity are essential.DUTIES:Take charge of receipt and issue of stores.u Supervise vehicle loading and unloadingu Maintain stores recordsu Prepare and maintain stores recordsu Sock-take and maintain stock cardsu Liaise with relevant authorities on queries relating to stores and conducting the Board of Surveyu Prevent unauthorized entry into storesu Ensure safe custody of office stores and equipment Supervise Stores Assistant.7. POST: STORES ASSISTANTQualifications and Working Experience:Applicants should be in possession of a Diploma in Stores Management.He/she should have a minimum of 5 years working experience in store-keeping.He/she should be computer literateGood work habits, good communication skills and high integrity are essential.DUTIES:u Ensure availability and custody of stores u Attend to requisitions for stores control stock u Verify and dispose of unusable stores u Receive and issue stores u Ensure continuous supply of stores u Manage Stores Accounts and Control u Reconcile purchase Orders, deliveries and inventory.8. POST: SECRETARYQualifications and Work ExperienceShould have a minimum education level of the Ugandan (or East African) Certificate of Education. UNEB Advanced Certificate including at least Business English 3, Typewriting 3 (Minimum 50 wpm) Secretarial Duties 2 and Shorthand 3.Good Word processing skills with knowledge of Word, Excel, Access, Power Point etc. plus experience with Internet are essential.Organizational and office management capability.9. POST: DRIVERShould have a minimum of O’ level education, clean driving license, reliable good references and previous experience.10. POST: OFFICE ATTENDANTShould have a minimum of O’ level education. Reliable good references and previous experience in a similar job in a public or private organization.B. Instructional materials unitEMPLOYMENT OPPORTUNITIESThe Instructional Materials Unit (IMU) of the Ministry of Education and Sports is responsible for the provision of textbooks, teachers’ guides and other learning materials to schools throughout Uganda. The IMU is currently establishing a number of new posts and now seeks suitably qualified and highly motivated staff. Applicants are now invited to fill the following posts: For the first three posts only graduates will be considered.PROCUREMENT SPECIALISTManagement, Accounting, Business or Public Administration qualifications would be of particular interest. Experience of Primary and/or Secondary education in Uganda would be desirable. An understanding of the procedures and regulations required for bidding, evaluation, contracting and procurement in both local and international environments is essential. A good knowledge of civil service regulations and procedures would also be important.The successful applicant must be an excellent communicator and should be computer literate with good word-processing, spreadsheet and database skills. They must be able to demonstrate management and organisational capacity and have the ability and the personality to work well within a team.DECENTRALISATION CO-ORDINATORPrevious experience as a teacher, teacher trainer, inspector and/or administrator at HQ and District level would be an advantage.The successful applicant must be an excellent communicator and should be computer literate with good word-processing, spreadsheet and database skills. They must be able to demonstrate management and organisational capacity and the ability and the personality to work well within a team. They should be a self-starter with the ability to create, plan and budget for an annual work programme and to exercise high levels of financial control over the implementation of the programme.The successful applicant must be willing and able to travel extensively in every district of UgandaMONITORING AND TRAINING OFFICERTeaching, teacher training and inspection experience in urban and district locations in Uganda is essential.The successful applicant must be an excellent communicator and should be computer literate with good word-processing, spreadsheet and database skills. They must be able to demonstrate management and organisational capacity and have the ability and the personality to work well within a team. They should be a self-starter with the ability to create, plan and budget for an annual work programme and to exercise high levels of financial control over the implementation of the programme.The successful applicant must be willing and able to travel extensively in every district of Uganda.SENIOR PERSONAL SECRETARYAn experienced and capable person with good secretarial and office management abilities is needed.Educational qualifications: at least up to the level of the Ugandan (or East African) Certificate of Education. Applicants should have obtained UNEB Advanced Certificate in Business Studies including at least Business English 3, Typewriting 3 (min. 50 wpm), Secretarial Duties 2 and Shorthand 3. Good word processing skills are essential with knowledge of Word, Excel, Access, Powerpoint plus Internet experience and ability.There will be a need to supervise other office staff and drivers as well as to take responsibili!y for maintaining the quality of correspondence, reports and documentation from the Unit, receiving visitors, answering the telephone, keeping work diaries and making appointments.OFFICE SECRETARYEducational qualifications: At least up to the level of Ugandan (or East African) Certificate of Education are required. Applicants must demonstrate an ability to perform general office duties to a high standard. The successful applicant will have good word processing and spreadsheet skills and will be a fast and accurate typist. The job includes handling of incoming and outgoing correspondence, filing, dealing with visitors and telephone inquiries and general office duties.MESSENGERApplicants must be prepared to work hard, to be punctual and to be presentable. Responsibilities will include delivering and collecting correspondence and other messages, running official errands within and outside office premises, keeping office keys and opening and locking the office. A good knowledge of Kampala is important.2 DRIVERSTwo drivers are required who will have good working experience and clean driving licences. Most of their driving will be within Kampala, but they will also be required to drive on field trips to other locations in Uganda. They must be safe and reliable and able to ensure that vehicles are kept clean and in sound mechanical condition. Vehicle security must be maintained at all times.