Role overview
What you'll be stepping into
Key Responsibilities and Tasks
1. Procurement - framework agreements & operational sourcing (20%)
? Execute and manage framework-agreement (FWA) call-offs for the high-volume, lower-complexity transactions that make up the bulk of procurement activity, ensuring value for money and adherence to agreed terms.
? Develop and maintain annual procurement plans with program teams; review and update quarterly to maximize value and economies of scale.
? Identify and develop sourcing strategies, including mapping and due diligence of local suppliers; maintain an effective, up-to-date roster of qualified suppliers.
? Conduct market surveys and periodic spend analysis to keep costs aligned to market conditions and to inform sourcing and proposal development.
2. Procurement - consultancies, complex procurement, compliance & supply-chain KPIs (20%)
? Lead higher-complexity, non-framework procurements (consultancies, works, and unique requirements) end-to-end - solicitation, evaluation, negotiation, and contracting.
? Ensure procurement committees are properly constituted and that decisions are consistently and transparently documented.
? Ensure full compliance of all procurement activity with CARE, donor, and government rules, regulations, and policies; maintain effective internal controls and segregation of duties.
? Track implementation of audit recommendations and corrective-action plans; ensure procurement files are complete, accurately supported, and properly maintained.
? Implement, track, and report supply-chain Key Performance Indicators, engaging stakeholders to review performance and take remedial action.
? Support partners and grant teams on prudent procurement practices and applicable donor regulations.
3. Fleet, transport & travel logistics (10%)
? Oversee the vehicle fleet - maintenance scheduling, registration and insurance, driver coordination, fuel management, and transport-policy compliance - for safe, reliable, and cost-effective program support.
? Coordinate staff and visitor travel administration - bookings, accommodation, visas, and work permits - including complex multi-organizational field travel, shared transport schedules, and security clearances.
? Ensure end-to-end handling of commodities and inventory, with hand-over to programs where required and accurate supporting documentation.
4. Shared services, Impact Alliance coordination & AI-enabled booking (10%)
? Serve as CARE Uganda's primary interface for Impact Alliance Uganda shared-infrastructure initiatives; participate in coordination meetings, implement agreed arrangements, and troubleshoot multi-organizational operational issues.
? Oversee shared compound, facilities, security, and utilities across Alliance partners, ensuring equitable cost allocation, service quality, and conflict mediation.
? Manage and champion AI-powered booking systems for shared resources (vehicles, meeting rooms, field accommodation, equipment); train staff, monitor utilization, and demonstrate efficiency gains to build adoption.
5. Office & facilities administration, landlord/lease & asset management (10%)
? Oversee the day-to-day administration of CARE Uganda's office premises, ensuring a safe, functional, professional, and well-run working environment.
? Manage landlord and lease relationships - negotiation of tenancy agreements, timely rent/lease payments, and renewals.
? Manage utilities and service contracts (security, cleaning, internet, generator) and staff airtime / mobile-phone credit and telephone/communications services.
? Maintain the fixed-asset and inventory register - tagging, periodic physical verification, safe custody, and disposal in line with CARE and donor rules; manage office supplies, stores, stock control, and timely replenishment of consumables.
? Coordinate institutional insurance for assets, vehicles, buildings, and applicable staff cover; maintain orderly records and information-management systems.
6. Finance interface (disbursements & payments) & team supervision (10%)
? Serve as the operational interface with Finance - prepare, submit, and follow up on disbursement requests, payment requests, petty-cash management, and invoice processing.
? Directly supervise, schedule, and appraise the support team (drivers, office assistants, and cleaners), including annual operating plans and performance appraisals, and support their performance, wellbeing, and development.
? Provide leadership, guidance, mentoring, and training opportunities, and maintain a positive, participatory, information-sharing team environment.
7. SMT support, oversight of the AI assistant & other duties (5%)
? Provide light-touch operational support to the SMT and act as the human point of oversight for the 'Imara' AI assistant - reviewing outputs for accuracy, handling exceptions, and maintaining a fallback when the assistant is unavailable; ensure accountability for substantive decisions remains with the SMT and relevant staff, safeguarding quality, confidentiality, and appropriate human-in-the-loop control.
? Contribute to knowledge networks, training materials, and documentation of best practice; step in and cover for peers, and perform other duties as reasonably assigned.
8. Gender equality, diversity & safeguarding (5%) - all the time
? As a CARE ambassador, uphold CARE's core values and code of conduct, and promote gender equity and diversity across procurement and operations, including in supplier and staff engagement.
? Ensure adherence by supervisees and service providers to CARE Safeguarding policies - Protection from Sexual Harassment, Exploitation and Abuse, Child Safeguarding, and the anti-discrimination and harassment policy - and that they can recognize and report breaches.
Qualifications, Experience, Skills & Knowledge
Education
? Bachelor's degree in Procurement / Supply Chain Management, Logistics, Business Administration, Office / Operations Management, or a related field.
? A professional procurement qualification (CIPS part-qualification or equivalent) is an added advantage.
? A professional Administrator's certification Course is an added advantage
Experience
? At least 6 years' combined experience spanning procurement and operations / administrative coordination, preferably within international development organizations, including exposure to both local and donor-funded procurement. A substantial proportion of this should be in a procurement or supply-chain role.
? Demonstrated experience with framework agreements and procurement compliance, and with multi-organizational coordination, shared services, or collaborative initiatives, is highly desirable.
? Demonstrated comfort with technology adoption and change management, including AI-enabled or digital operational tools.
? Demonstrated supervisory or line-management experience, including managing and developing support or operations staff (e.g., drivers, office assistants, and cleaners).
? Practical experience in office and facilities administration and in fleet/transport management, together with budget management and cost control.
Skills & Core Competencies
? Sound knowledge of procurement principles, donor regulations, and statutory requirements, with the judgment to maintain controls even at reduced transaction volumes.
? Strong organizational, multitasking, and prioritization skills, with the ability to balance fiduciary procurement work against operational service-delivery peaks.
? Ability to work effectively across organizational boundaries; excellent interpersonal, negotiation, and communication skills (written and verbal).
? Proficiency with procurement and office-management software and a user-oriented approach to implementing new systems.
? Sound judgment in handling confidential and sensitive information; problem-solving orientation and a diplomatic approach to competing priorities and organizational cultures.
? Sound people-management and team-leadership skills, with the ability to motivate, supervise, and develop a small support team.
? Firm belief in teamwork, gender equity, transparent and participatory approaches, and sustainable development; fluency in written and spoken English; strong customer focus, internal and external.
How to apply