Erejo Isaac Erima

procurement documents and preparing purchase orders  Ensuring proper supply chain management practices and procedures are in place and maintained according to Partners in community social action Uganda (PICSA) standards for accommodation, assets, warehousing, transportation, procurement and commodity distribution systems.  Monitoring the progress of all orders, in particular following up orders awaiting approvals to ensure they do not get delayed,  Ensuring timely reporting on stock status and help programme staff with planning of stock replenishment ensuring accurate tracking of supplies through to the end-user  Coordinating and preparing the PICSA’S procurement plans and budgets, outlining key activities, projected costs, funding sources, and expected outputs.  Developing and implementing a flexible and responsive procurement and supplies system for monitoring and tracking costs as well as maintaining an up-to-date inventory of goods and services  Liaising with vendors and suppliers to obtain product or service information such as price availability and delivery schedule in addition to estimating the value of goods and services by soliciting for multiple quotations from reliable and competitive suppliers  Developing a detailed tender specifications and performance standards to facilitate procurement of capital equipment, goods and services in strict compliance with both government and donor procedures and regulations  Coordinating meetings of the procurement committee to consider bids/tender applications against approved technical specifications and with due regard to make price, cost and quality speed of delivery as well as economy of operation  Participating in negotiations of procurement contracts with suppliers and vendors and following up to ensure that all contractual obligations are fulfilled with budgetary limitations and in accordance with the performance agreement  Preparing purchase orders, obtain authorized signatures and forwarding procurement documents to the Finance Department for cheque processing in addition to following up with suppliers and vendors to monitor and verify the delivery of approved supplies  Coordinate the cost-effective disposal of goods in accordance with approved policies and procedures for the disposal of public property.  Communicating to budget holders and requestor’s immediately on any anticipated delays clearly outlining the reasons for the delay and the steps taken to resolve problems  Maintaining weekly communication with each field site ensuring that field reports are received, reviewed and constructive feedback given as needed,  Proactively providing advice and support to the executive Director and program manages on Supply Chain issues, and collaborating with relevant staff/team on budget proposal development, technical aspects of the programme, and implementation mechanisms as required  Giving input and advice on Partners in Community social action Uganda emergency response work within Uganda including , but not limited to, project concept notes, proposals and budgets, country contingency and preparedness plans  Coordinating the procurement activities for moyo office and providing technical guidance to procurement assistants in collaboration with the program managers.  Managing the set up and maintenance of all procurement filing, electronic and hardcopy, and ensure that files are complete, correct and include all relevant documentation to meet audit requirements,  Ensuring that the Anti-Terror and Sanctions Checks file is complete and kept up to date, and Anti-Terror and Sanctions Checks for suppliers are renewed as per picsa policy,  Organizing regular local market surveys and ensure the Vendor Roster and other supplier information is kept up-to-date and referenced during the procurement process  Maintaining costing data to enable budget holders have easy access to prices for budget formulation,  Ensuring that all procurement's that require donor approval are submitted to the relevant programme staff with a specific request to seek donor approval before PICSA proceeds to contracting. This oversight needs to extend to procurement from field locations as well as Port Sudan based procurement's,  Developing a set of Key Performance Indicators for procurement performance from both the picsa staff side and from a supplier perspective and the indicators should build on existing data collection tools with targets that promote achievement and do not demotivate staff as well as Supplier Key performance indicators should feed into the broader development of a supplier management strategy.  Overseeing and managing all national, including head office level procurement’s and ensure they are in line with programme requirements, PICSA procurement policies, processes and quality standards.  Looking to establish mechanisms to expedite processes with a particular focus on reducing the time from quotation to contracting and work with suppliers to establish what strategies can be employed to combat price gouging  Reviewing the logistics core cost budget versus actual with the PICSA executive Director and support in the preparation of the annual core costs budgets and revisions as needed,  Developing a set of Key Performance Indicators for Logistics performance for both Moyo Office and Field Office and the indicators should build on existing data collection tools with targets that promote achievement and do not demotivate staff.  Preparing, maintaining and filing all documents related to Operations for audit purposes (such as Purchase Request Forms; Request for Quotations; Comparative Bid Analysis; Purchase Orders, contracts and all Tender documents) electronically.

 Provided strategic and technical guidance to clients and stakeholders during all phases of the procurement cycle including planning, definition of the procurement strategy and contract management Supported all activities pertaining to the supply chain function including planning, sourcing, transport, shipping, customs clearance, warehousing, asset and fleet management, as applicable.  Coordinating meetings of the procurement committee to consider bids/tender applications against approved technical specifications and with due regard to make price, cost and quality speed of delivery as well as economy of operation  Participating in negotiations of procurement contracts with suppliers and vendors and following up to ensure that all contractual obligations are fulfilled with budgetary limitations and in accordance with the performance agreement  Preparing purchase orders, obtain authorized signatures and forwarding procurement documents to the Finance Department for cheque processing in addition to following up with suppliers and vendors to monitor and verify the delivery of approved supplies  Coordinate the cost-effective disposal of goods in accordance with approved policies and procedures for the disposal of public property.  Communicating to budget holders and requestor’s immediately on any anticipated delays clearly outlining the reasons for the delay and the steps taken to resolve problems  Ensured each team member's objectives are set following the organizational unit visions as well as operational context

 Planned, conceptualized and implemented strategic procurement for various categories of goods services and works.  Analyzed supply spend and establish sourcing strategies for essential supplies and services including organization of RFQ, ITB or RFP, receipt and evaluation of quotations, bids or proposals, supplier selection, negotiation of conditions of contracts leading to establishment of Framework agreements (FWAs);  Analyzed vendor proposals, negotiated and closed contracts and provided recommendations to management.  Ensured sourcing requirements are fully reflected in the purchase order and proper implementation of contracts.  Practiced Just in Time stock management and reduction in lead times.  Maintained safety and security standards, Ensuring that safety and security standards and policies are consistently observed, particularly with relation to facilities and designated staff houses and hotels and vehicular safety. This includes: fire, crime, earthquake and typhoon safety; third party 24-hour un -armed security guard system, vehicle maintenance check, fire extinguishers and first aid kit, safety protocols for drivers. This will require working closely with the programs and support teams, particularly Logistics (Fleet & Assets).  Reviewed invoice payments from vendors and compare to the terms of the purchase order or contract to ensure vendor invoices are accurate before submitting for payment;  Maintained up-to-date and accurate procurement tracker and provide weekly procurement status report to internal stakeholders  Filed all procurement documentation electronically on the SharePoint in a logical manner;  Worked with suppliers to confirm receipt and status update of orders, investigate price/quantity discrepancies, coordinate the replacement, credit, and return of unsatisfactory deliveries; ensure completion of the procure-to-pay cycle; and escalate issues when needed  Coordinated the development of local vendor list  Supported project budget revisions by providing estimated pricing for goods and services  Developed and maintained relevant contacts and built constructive relations with stakeholders and ensured logistics communication network that fosters mutual cooperation for timely delivery of emergency items for ETC operations.  Developed appropriate Field logistics strategy and structure that ensured efficient management of supply chain (planning, procurement, Assets management, warehousing, vehicle fleets, customs clearance, IT) in support of project activities.  Planned and developed effective procurement strategy and established a range of Agreements including Framework Agreements for diverse goods and services, ensured contract management and reviews, administration of on-going ones, amendments and as well as start-up and closeout activities, taking into account value for money.  Supported the overall procurement process.  Prepared requests for quotations, conducted bid evaluation, prepared price analysis, and conducted due diligence (reference checks and site visits) and drafted purchase orders in support of the procurement of goods and services for the project   Interfaced with customers, vendors, and administration finance offices as needed to provide quality assurance on purchasing transactions  Developed and implemented inventory strategy to support production requirements consistent with inventory guidelines.  Purchased items that may require some assessment of quality and/or compatibility.

 Led the Field logistics department, developed procurement strategy for efficient implementation of procurement of goods, services and works, providing technical guidance across stages of procurement cycle (requisitions, specifications, solicitation, bid/proposal evaluations, and selection and contract award)  In collaboration with the in-country supply Chain teams reviewed and utilized the Procurement contracts in place for the purchases of goods and services.  Implemented the save the children procurement and contracting Standard Operating procedures  Ensured accuracy of data collected, timely submission of required reports to advise the decision-making process.  Disseminated through trainings the existing procurement process as well the procurement tools to all field program team members.  Included all required procurement documents in waivers request files for example, Purchase Requests, Market Surveys , Proforma’s and so on  Management of all waivers with details of the specific procurement circumstances, including the country program leadership approval  The suppliers’ files prepared by the procurement team are historically documenting the supplier(s) performance feedback provided by the program services requesters after the goods/services deliveries.  For ad hoc procurements , carried out market surveys to ensure value for money  Ensured existence of segregations of duties in the procurement functions during the procurement processes  Ensured program requirements for supplies of items and services are timely met.  Developed Grant , procurement and distribution plans and ensured that, they are regularly reviewed and all related issues are timely resolved or raised in collaboration with the responsible authorities  Ensured that the end to end procurement processes are conducted through the BVA tool.  Ensured that, procurement process deviations are identified, documented, and timely reported following the approved mechanism  Ensured that contracts are permanently performed, in consultation with the technical officers, in order to adapt the contracts to needs and in view of strict budget management and to avoid business, legal and technical issues with the suppliers  Wrote letters in the framework of the procedures, including the provision of explanations, whilst strictly respecting equal treatment of tenderers;  Received questions, answer them, or forward them to other competent persons;  Maintained relations of trust with external companies whilst keeping independence of appreciation;  Followed up remarks and questions of audits as well as the implementation of resulting recommendations/actions;  Provided all supporting documents required in support of dossiers, in order of frequency  Informed the field office management of any remark or observation made by a controlling instance and proposed an appropriate answer or an adaptation of the practices used if these are subject to criticism.  Led the Field logistics department, developed procurement strategy for efficient implementation of procurement of goods, services and works, providing technical guidance across stages of procurement cycle (requisitions, specifications, solicitation, bid/proposal evaluations, and selection and contract award)  In collaboration with the in-country supply Chain teams reviewed and utilized the Procurement contracts in place for the purchases of goods and services.  Implemented the save the children procurement and contracting Standard Operating procedures  Ensured accuracy of data collected, timely submission of required reports to advise the decision-making process.  Disseminated through trainings the existing procurement process as well the procurement tools to all field program team members.  Included all required procurement documents in waivers request files for example, Purchase Requests, Market Surveys , Proforma’s and so on  Management of all waivers with details of the specific procurement circumstances, including the country program leadership approval  The suppliers’ files prepared by the procurement team are historically documenting the supplier(s) performance feedback provided by the program services requesters after the goods/services deliveries.  For ad hoc procurements , carried out market surveys to ensure value for money  Ensured existence of segregations of duties in the procurement functions during the procurement processes  Ensured program requirements for supplies of items and services are timely met.  Developed Grant , procurement and distribution plans and ensured that, they are regularly reviewed and all related issues are timely resolved or raised in collaboration with the responsible authorities  Ensured that the end to end procurement processes are conducted through the BVA tool.  Ensured that, procurement process deviations are identified, documented, and timely reported following the approved mechanism  Ensured that contracts are permanently performed, in consultation with the technical officers, in order to adapt the contracts to needs and in view of strict budget management and to avoid business, legal and technical issues with the suppliers  Wrote letters in the framework of the procedures, including the provision of explanations, whilst strictly respecting equal treatment of tenderers;  Received questions, answer them, or forward them to other competent persons;  Maintained relations of trust with external companies whilst keeping independence of appreciation;  Followed up remarks and questions of audits as well as the implementation of resulting recommendations/actions;  Provided all supporting documents required in support of dossiers, in order of frequency  Informed the field office management of any remark or observation made by a controlling instance and proposed an appropriate answer or an adaptation of the practices used if these are subject to criticism.  Led the Field logistics department, developed procurement strategy for efficient implementation of procurement of goods, services and works, providing technical guidance across stages of procurement cycle (requisitions, specifications, solicitation, bid/proposal evaluations, and selection and contract award)  In collaboration with the in-country supply Chain teams reviewed and utilized the Procurement contracts in place for the purchases of goods and services.  Implemented the save the children procurement and contracting Standard Operating procedures  Ensured accuracy of data collected, timely submission of required reports to advise the decision-making process.  Disseminated through trainings the existing procurement process as well the procurement tools to all field program team members.  Included all required procurement documents in waivers request files for example, Purchase Requests, Market Surveys , Proforma’s and so on  Management of all waivers with details of the specific procurement circumstances, including the country program leadership approval  The suppliers’ files prepared by the procurement team are historically documenting the supplier(s) performance feedback provided by the program services requesters after the goods/services deliveries.  For ad hoc procurements , carried out market surveys to ensure value for money  Ensured existence of segregations of duties in the procurement functions during the procurement processes  Ensured program requirements for supplies of items and services are timely met.  Developed Grant , procurement and distribution plans and ensured that, they are regularly reviewed and all related issues are timely resolved or raised in collaboration with the responsible authorities  Ensured that the end to end procurement processes are conducted through the BVA tool.  Ensured that, procurement process deviations are identified, documented, and timely reported following the approved mechanism  Ensured that contracts are permanently performed, in consultation with the technical officers, in order to adapt the contracts to needs and in view of strict budget management and to avoid business, legal and technical issues with the suppliers  Wrote letters in the framework of the procedures, including the provision of explanations, whilst strictly respecting equal treatment of tenderers;  Received questions, answer them, or forward them to other competent persons;  Maintained relations of trust with external companies whilst keeping independence of appreciation;  Followed up remarks and questions of audits as well as the implementation of resulting recommendations/actions;  Provided all supporting documents required in support of dossiers, in order of frequency  Informed the field office management of any remark or observation made by a controlling instance and proposed an appropriate answer or an adaptation of the practices used if these are subject to criticism.