Procurement Officer

Procurement Officer

Reports to: Manager Procurement

Department: Finance

Location: Kampala, Uganda

Short Description

The Procurement Officer is responsible for managing procurement activities and processing procurement requisitions to facilitate the timely acquisition of goods, works, and services in compliance with the PPDA Act, PPDA Regulations, and Uganda Airlines Procurement Manual. The role also supports the implementation and management of the Oracle ERP Procurement-to-Pay (P2P) system while ensuring effective supplier management, contract administration, inventory transactions, and procurement reporting.

Job Summary

Reporting to the Manager Procurement, the Procurement Officer is responsible for coordinating procurement processes from requisition to contract management while ensuring compliance with procurement laws, regulations, and company policies. The role supports strategic sourcing, supplier relationship management, procurement planning, ERP system administration, and efficient delivery of goods and services to support Uganda Airlines' operational and business requirements.

Key Accountabilities / Responsibilities

1.1 Procurement Planning and Execution

• Review specifications, Bills of Quantities (BOQs), and Terms of Reference (TORs) submitted by user departments to ensure completeness and compliance.
• Provide timely procurement guidance and feedback to user departments.
• Prepare solicitation and bidding documents for approval by the Contracts Committee.
• Conduct procurement processes in accordance with PPDA regulations and company policies.
• Receive, open, and evaluate bids in line with approved procurement procedures.
• Coordinate contract award processes and ensure compliance with Contracts Committee decisions.
• Prepare Local Purchase Orders (LPOs) for approved procurements within delegated authority limits.
• Monitor procurement timelines and ensure timely delivery of goods, works, and services.

1.2 ERP Procurement System Management

• Support the implementation and administration of the Oracle ERP Procurement-to-Pay (P2P) cycle.
• Manage procurement-related system activities including requisitioning, sourcing, supplier registration, supplier qualification, contract management, and reporting.
• Support inventory-related transactions including receiving, returns, and material management processes.
• Ensure data accuracy and integrity within procurement systems.
• Generate procurement reports and system analytics to support management decision-making.

1.3 Supplier and Contract Management

• Maintain an updated supplier database and supplier performance records.
• Coordinate supplier registration, qualification, and evaluation processes.
• Monitor supplier performance and recommend improvements where necessary.
• Support contract administration activities and ensure proper documentation of procurement records.
• Maintain effective supplier relationships to ensure value for money and continuous service delivery.

1.4 Stakeholder Coordination

• Liaise with user departments to ensure procurement requirements are clearly defined and delivered on time.
• Coordinate with Stores, Engineering, Catering, and other departments regarding delivery and receipt of procured items.
• Provide procurement support and advisory services to internal stakeholders.
• Facilitate communication between suppliers and user departments during procurement and contract execution.

1.5 Compliance and Governance

• Ensure compliance with the PPDA Act, PPDA Regulations, and Uganda Airlines Procurement Manual.
• Maintain complete and accurate procurement records for audit and accountability purposes.
• Ensure transparency, fairness, and integrity throughout the procurement process.
• Support internal and external procurement audits and implement recommendations as required.
• Identify procurement risks and recommend mitigation measures.

1.6 Reporting and Continuous Improvement

• Prepare periodic procurement performance reports.
• Monitor procurement activities and recommend process improvements.
• Support initiatives aimed at improving procurement efficiency and cost effectiveness.
• Contribute to the continuous improvement of procurement systems and procedures.

Additional Duties

• Perform any other duties as may be assigned by the Manager Procurement from time to time.

Qualifications (Knowledge, Skills, Experience)

• Bachelor’s Degree in Procurement and Supply Chain Management, Logistics Management, Commerce, Business Administration (Procurement Option), or a related field from a recognized institution.
• Professional certification and membership with the Institute of Procurement Professionals of Uganda (IPPU) and/or Chartered Institute of Procurement and Supply (CIPS) is required.
• Minimum of five (5) years’ relevant experience in procurement within a large and reputable organization.
• Demonstrated experience working with ERP systems, preferably Oracle ERP, Microsoft ERP, or similar enterprise procurement solutions.
• Strong knowledge of Procurement and Disposal of Public Assets (PPDA) laws, regulations, and procedures.
• Knowledge of stores and inventory management procedures.
• Strong understanding of airline procurement processes, catering supplies, and international procurement procedures for aircraft spare parts and aviation-related materials.
• Experience in procurement contract management and supplier relationship management.

Competencies

• High level of integrity and ethical conduct.
• Strong analytical and problem-solving skills.
• Excellent planning and organizational skills.
• Strong reporting and communication skills.
• Ability to work effectively in teams and build productive working relationships.
• Strong negotiation and stakeholder management skills.
• Results-oriented with strong attention to detail.
• Ability to work under pressure and manage multiple priorities.
• Good understanding of procurement systems and technology.
• Flexible, proactive, and self-driven.
• Strong commercial awareness and value-for-money mindset.

External Advertisement Notice

Uganda Airlines invites suitably qualified, competent, and highly motivated individuals to apply for the position of Procurement Officer. This is an exciting opportunity to join Uganda’s national carrier and contribute to the delivery of efficient, transparent, and value-driven procurement services that support the airline’s strategic and operational objectives.

Only candidates who meet the stated qualifications and experience requirements should apply.