Job Description
The Operations and Procurement Coordinator is responsible for the Country Office operations and management of all procurement for goods and services required for PATH program operations in Ethiopia. The Operations and Procurement Coordinator will provide procurement and operations support with the overall target to maintain efficiency in program activities and ensuring full compliance with PATH internal policies and procedures. The Operations and Procurement Coordinator will provide guidance, advice, and support to ensure procurement processes are effective, efficient, and ethical and provide the best possible value to PATH. The Operations and Procurement Coordinator will be based in Addis Ababa and will report directly to the Finance and Administration Manager.
Specific responsibilities include:
- Manage outsourced services such as IT, office leases, security leases, office maintenance, fleet, and other relevant agencies in Ethiopia.
- Support on-boarding of new employees on operational functions.
- Work with different projects to identify and deliver PATH’s operational indicators and compliance requirements.
- Oversee cost effective acquisition of a wide range of goods and services.
- Develop and maintain a procurement planning and analysis processes for the timely acquisition of goods, coordinate with global procurement as required and provide proactive, rigorous and logical methods to solve procurement related challenges within Country.
- Work collaboratively with all projects as required to identify, plan, and implement operational requirements for PATH’s activities, ensuring projects meet budget and timeframe requirements, and the strategic objectives of PATH are supported.
- Lead and ensure compliance with PATH policies, procedures and relevant in country legislation.
- Assist the Country Finance and Administration Manager to respond in a timely manner to procurement requests from project staff.
- Responsible for drafting, coordinating and development of Subcontracts.
- Prepare solicitations and request for proposals/quotations to obtain bids or work directly with local vendors to obtain quotations and initiate procurements.
- Take a leading role in negotiations and preparation of contracts and purchase orders and respond to bid queries to vendors.
- Ensure that procurement activities are carried out in accordance with contractual requirements.
- Coordinate the bid evaluation process and prepare summary reports for review and approval.
- Monitor contracts and purchase orders issued to vendors and follow-up as necessary to ensure compliance with terms and conditions.
- Contribute to the preparation of requests for approvals and/or waivers.
- Maintain the overall integrity of the procurement filing system by ensuring that appropriate documentation is included in each procurement file.
- Assist in developing and maintaining procurement-related documentation electronically and manually.
- Provide procurement status reports as required.
- Maintain the Subcontractors tracker including the maintenance of up-to-date procurement information and follow-on time renewal and end of contracts.
- Assist the Country Finance and Administration Manager to provide training to project staff on procurement policies and procedures.
- Supervise and provide oversight of the procurement and operations staff.
- Perform additional tasks as assigned by Operations Manager in line with Procurement and Office Management.
- Proactively identify issues with day-to-day purchasing processes and resolve and/or communicate the issues to management in a timely manner, as needed.
- Lead the prequalification and suppliers and service providers.
- Oversee the leases for Addis and sub-offices.
- Manage PATH Ethiopia’s fleet of vehicles including new purchases, maintenance, fuel cards, licenses/permits, insurance/claims, usage, and reporting.
- Maintain procurement records (paper and electronic backup) in accordance with project and PATH policies and procedures.
Job Requirements
- University Degree in Management, Procurement and Supply Management, Accounting, or related field from recognized educational institutions.
- Minimum of five years’ work experience in operations and procurement management
- Experience in a USAID, donor funded project or International NGOs preferred.
- Excellent interpersonal and communications skills
- Ability to work independently, take initiative, meet deadlines with attention to detail and quality and monitor daily operational activities.
- Demonstrated leadership, versatility, and integrity.
- Demonstrated intermediate computer skills in Microsoft Office Suite applications.
- Excellent interpersonal skills, sound judgment, communication skills, training experience, ability to identify and resolve constraints.
- Self-motivated, interest and experience in managing and supervising technical staff.
- Excellent writing and presentation skills in English
PATH is an equal opportunity employer. Every qualified applicant will be considered for PATH is dedicated to diversity and is an equal opportunity employer. To apply for this position, please visit http://www.path.org/jobs or use the link. PATH does not discriminate based on race, color, religion, caste, gender, sexual orientation, gender identity, genetic information, age, national origin, marital status, disability status, political ideology, military or protected veteran status, or any other characteristic protected by applicable federal, state, or local law.
Application deadline is 15 days after the date of this vacancy announcement. Only short-listed candidates will be contacted.
More Information
- Address Ethiopia
- Experience Level Senior
- Total Years Experience 5-10
