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| Ministry of Agriculture Animal Industry and Fisheries |
Project Procurement Assistant job
Location: Jobs in Uganda 2026
Work Hours: Full-time, 08 hours per day
Salary:
UGX
No. of vacancies: 01
Deadline: 12 January 2026
Hiring Organization: Ministry of Agriculture Animal Industry and Fisheries
Job Details:
Background information about the job or company (e.g., role context, company overview)
The Procurement Assistant will provide administrative and operational support to the Procurement Officer to ensure the effective and timely execution of procurement activities. The role involves assisting in the preparation, processing, and management of procurement documents, maintaining procurement records, and supporting compliance with the World Bank Procurement Regulations and the guidelines.
Responsibilities or duties
Under the supervision of the Procurement Officer, the following duties shall be undertaken:
a) Procurement Execution and Compliance
- Undertake procurement activities and ensure timely delivery, adhering to the Project Procurement Manual and Procurement Procedures.
- Ensure compliance with the agreed Procurement Legal Framework at all stages of the procurement process.
b) Bid and Proposal Management
- Manage the issuance, receipt, and opening of bids, expressions of interest, and proposals from potential service providers, contractors, and suppliers.
- Assist in organizing pre-bid or pre-proposal meetings and negotiation meetings.
- Participate, in close consultation with the Procurement Officer, in evaluation exercises (e.g., Expressions of Interest, Quotations, Bids, and Proposals), ensuring strict adherence to procedures and guidelines.
c) Procurement Planning and Monitoring
- Support user departments in compiling procurement requirements and maintaining a procurement register.
- Assist in the preparation and regular updating of the Procurement Plan, monitoring its implementation in collaboration with the Procurement Officer.
- Verify that procurement requests align with the approved Procurement Plan.
d) Documentation and Reporting
- Prepare procurement progress reports (weekly, monthly, quarterly, bi-annually, and annually) for review by the Procurement Officer.
- Maintain complete procurement files and records, including all correspondence, ensuring they are safeguarded and properly stored for future reference.
- Draft correspondences related to procurement (e.g., letters to suppliers) and follow up to ensure timely and safe delivery of goods and services.
- Ensure proper filing of all procurement documents in accordance with procurement guidelines and procedures.
e) Contracts Committee and Contract Management
- Support the functioning of the Contracts Committee by preparing and submitting required documentation in a timely manner.
- Participate in preparing draft contract agreements/documents, ensuring appropriate clearances (e.g., World Bank, Contracts Committee, Solicitor General) are obtained prior to issuance.
- Support contract management by monitoring orders, progress, and delivery schedules for supplies, goods, and works, and report any shortcomings (e.g., delivery, cost, quality, contract administration) to the Procurement Officer.
- Prepare and periodically update the Contract Register, ensuring completeness of all contract data.
f) Payment Processing and Supplier Relations
- Support payment processing by preparing and providing the Finance Section with all necessary documentation.
- Assist in soliciting quotations from suppliers identified by the Procurement Committee and ensure timely payments to suppliers.
- Establish and maintain a supplier database to promote rapid response, including preparing and updating vendor profiles.
- Compile invoices and supporting documents for submission to the Finance Department for payment.
g) Preparation of Procurement Documents
- Assist in preparing general and specific procurement notices, invitations to bid, bidding documents, requests for proposals, consultant shortlists, and other documents in line with relevant procedures for goods, works, and consulting services.
h) Post-Procurement Reviews
- Assist in facilitating Post Procurement Reviews (PPR) exercises and follow up on the implementation of PPR recommendations.
i) Additional Responsibilities
- Maintain files of correspondence, reports, and supporting documentation as evidence of compliance with procurement procedures.
- Undertake other related duties as reasonably assigned by the Supervisor.
Qualifications or requirements (e.g., education, skills)
Educational Background:
A Bachelor’s degree in Procurement and Supply Chain Management, Engineering, Law, Business Administration, Commerce, Economics, or a closely related field.
Professional Certification:
Evidence of ongoing progress toward such certification will be considered an added advantage.
Experience needed
1. At least three (3) years of experience in Public Procurement
2. Working knowledge of PPDA Act and Regulations, and World Bank Procurement Regulations or any other Multilateral Development Banks Procurement Guidelines.
3. Working knowledge of use of an integrated Financial Management System (IFMS) and Electronic Procurement.
Technical Knowledge:
Demonstrated understanding of public procurement laws, World Bank Procurement Regulations, and industry best practices.
Skills
- Strong organizational and administrative abilities.
- Proficiency in Microsoft Office applications (Word, Excel, PowerPoint) and familiarity with procurement management systems.
Competencies
Integrity and Professionalism
Demonstrates a high level of integrity, professionalism, and accountability in all tasks and interactions.
Attention to Detail
Exhibits strong attention to detail and a commitment to accuracy in work outputs.
Time Management
Capable of working effectively under pressure and meeting tight deadlines without compromising quality.
Communication Skills
Possesses excellent interpersonal and communication skills, both verbal and written, to engage with diverse stakeholders.
Teamwork and Independence
Able to work efficiently both independently and collaboratively as part of a team, contributing to collective goals.
Any other provided details (e.g., benefits, work environment, team info, or additional notes)
Reporting:
The Procurement Officer shall report to the Procurement Officer UCSATP for overall supervision and day-to-day technical matters under the contract.
Facilities to be provided by the employer:
The Employer shall provide office space, with connectivity to internet, printer and access to other office amenities during the term of his contract.
Duration of Services:
The assignment shall be for an initial period of 2(Two) years, subject to a probation period of 6 months, renewable based on need, availability of funds, and satisfactory performance.
NB: Only shortlisted candidates will be contacted.
Application procedure
All candidates should submit written applications with copies of academic credentials, testimonials, and a detailed Curriculum Vitae (CV) indicating contact details of three (3) referees, addressed to:
The Permanent Secretary
Ministry of Agriculture, Animal Industry, and Fisheries
Hand-delivered to the Ministry Registry located at Plot No. 14 Lugard Road, Entebbe P.O. Box 102, Entebbe, Uganda
NB: Only shortlisted candidates will be contacted.
Date Posted: 2026-01-05
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