Procurement Coordinator 134 views

Positive Action for Development (PAD) is an Ethiopian resident charity organization. The organization was legally registered at the Federal level by the Federal Democratic Republic of Ethiopia Charities and Societies agency on June 6/2011 with a registration number 2330. PAD would like to hire qualified professionals for the following positions.

Overall Responsibilities: 
Working with and reporting to the PAD Finance & Operation Head, the Procurement Officer performs all the procurement and purchasing activities of the organization in line with PAD’s guidelines and procedures.
Specific responsibilities include the following:

• Collect quotations from suppliers for purchasing goods and services and work at all times according to the organization’s purchasing rules. Ensure “value for money” by considering price, quality, back-up service, and availability.
• Ensures all necessary & relevant documents such as purchase requisition, purchase order, invoices, goods receiving note, Delivery note, as well as any other documents & forms which are in use by PAD are used and produced as indicated in Procurement Management guidelines.
•  Review completeness & correctness, and specification of procurement requests received from all sources in accordance with the approved procurement plan and budget before taking any action.
• Maintains hard and soft copies of all technical evaluation reports & tender committee minutes/recommendations and hard copies of other relevant documents particularly useful for future reference.
• Ensures that all necessary procurement documents are filed and are accessible when required
• Maintains & periodically updates computerized procurement tracking sheet, vendor roster, price list, and other procurement data in accordance with PAD standards.
•  Respond adequately and timely to audit queries.
• Prepare monthly/quarterly reports as required on local and international procurement,
• Prepare and update procurement tracking sheet on a weekly basis and upload on PAD web folder and send weekly progress update to all concerned as required
• Maintains all copies of framework contract agreements with preferred suppliers and other short-term contracts related to the procurement of goods & services; follows up on the proper implementation of these contracts; notifies and advises in writing about delays, non-performance, or renewals ahead of specified time in contracts.
• Ensures that purchase requisitions from departments, program areas, and projects are filed properly and classified systematically.
• Check the correctness of all supporting documents with PAD procurement guidelines before the final approval.
• Submits Goods Receiving Notes and related documents to Finance in settlement of checks or cash collected as stipulated in the Finance Manual
• Prepares bid analysis, follows up purchase orders, participates in market surveys, and carries out other procurement activities when required or instructed by immediate supervisor.
• Assists the customs clearance process of goods purchased from abroad or donations received
• Develops and maintains an effective working relationship with vendors and internal users/ departments
• Maintains close contact with local donors and collects information regarding possible donations.
• Assist when monitoring the performance of Approved and preferred suppliers with respect to quality, delivery time, and price; recommends blacklisting of any misbehaving supplier.
• Performs other related duties when assigned by immediate supervisor.