Procurement Assistant

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About Us:

Bixal is a consulting company based in Fairfax, VA, working alongside governments and organizations to help them deliver better services and experiences to the communities they serve. Using evidence-based knowledge and technology, Bixal empowers clients to deliver on their missions more effectively by fostering a culture of learning and continuous improvement.

Bixal is a consulting company based in Fairfax, VA, working alongside governments and organizations to help them deliver better services and experiences to the communities they serve. Using evidence-based knowledge and technology, Bixal empowers clients to deliver on their missions more effectively by fostering a culture of learning and continuous improvement.

Bixal is seeking a Communications Specialist for the USAID/Uganda Monitoring, Evaluation and Learning (UMEL) Activity. This program supports USAID/Uganda and its partners by strengthening MEL processes, conducting high-quality evaluations, knowledge-sharing, and adaptive management to improve programmatic decision-making in the country.

What will you do?

• Prepare process and record procurement documentation regarding supplier bids, quotes, and contracts, and carry out other logistic activities to facilitate the procurement committee meetings and decisions in line with BIXAL’s procurement policies and procedures and USG rules and regulations. The Procurement Assistant will report to the Procurement Officer.
  
  

Responsibilities And Tasks

• Prepare Procurement reports, purchase orders, follow up on approvals and LPO entries BIXAL accounting system in accordance with the Bixal Procurement Policy.
• Co-ordinate Procurement Committee (PROCOM) Meetings by ensuring timely, accurate, and complete document proceedings of PROCOM, ensuring PROCOM minutes and related documentation e.g., Bids opening, Analysis, Conflict of interest declaration are completed in accordance with the BIXAL Policies and procedures and promptly update users on the status of their procurement transactions through sharing the weekly status report.
• Ensure timely vendor follow-up for submission of RFQs/RFPs and share timely reports on vendor responsiveness to calls from procurement for management decision-making on the effectiveness of the supplier database.
• Ensure timely, complete, and accurate filing of procurement documents (contracts, invoices, and other related documents) in both hard and soft copy files and ensure return of samples to the vendors after completion of the procurement process.
• Maintain an accurate tracker of the status of Long term Agreements (LTAs), contracts, open Purchase orders and outstanding invoices & Payments to close any gaps in the provision of supplies and services.
• Receive, record, and copy suppliers’ invoices for onward submission/ upload of complete accurate and timely procurement documentation for preparation of payments in line with Bixal’s procurement policies and procedures.
• Receive and verify requisitions for completeness and accuracy; advise users and requesters in a timely manner to facilitate timely start of procurement process.
• Support the implementation of all the Internal process improvements recommendations in a timely accurate and complete manner.
• Carry out administrative roles in areas of providing logistics for the procurement unit in form of provision of materials for example stationery, furniture and any other duties assigned by the Procurement Manager to ensure timely availability of procured services and commodities/items to user departments.
• Ensure timely feedback is shared with suppliers on all quotations submitted.
  
  

Qualifications

• Degree or Diploma in procurement or related field
• At least One year experience in a similar role
• Proficient MS Office and excel sheets
• Excellent verbal, written and interpersonal communication skills.
• Customer service
• Result focused
• Drive change and Innovation
  
  

Please note that candidates selected may undergo a background investigation and, if applicable, meet eligibility requirements for suitability.

Bixal is an equal opportunity and affirmative action employer. We ensure equal employment opportunity without discrimination or harassment based on race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, age, disability, national origin, marital or domestic/civil partnership status, genetic information, citizenship status, veteran status, or any other characteristic protected by law. We are dedicated to promoting diversity, equity, and inclusion within our organization and beyond.