Job Description
About Ayuda en Acción:
Ayuda en Acción Foundation is a secular, non-partisan international non-governmental organisation (NGO) established in 1981 with a global commitment to fight against poverty, inequality, and exclusion. Its headquarters is in Madrid, Spain. The organisation operates in 20 countries within Africa, South and Central America and Europe (Spain, Portugal). In Ethiopia, Ayuda en Acción has supported a range of humanitarian and development interventions through local and international partners between 2002 and 2017; an independent country programme was established in 2018. Ayuda en Acción Ethiopia aspires to tackle poverty, inequalities and exclusion that perpetuate poverty. The organisation perceives women, men, girls, and boys as the centre of its efforts in the country, giving it an impetus to strengthen people’s and institutions’ capacities to meaningfully contribute to development and dignified life of all in Ethiopia. To achieve its mission, Ayuda en Acción Ethiopia has worked in the region of Afar, Oromia and SNNPR in close cooperation with local and international partners, international research institutes, public agencies, and private sector actors.
Objective:
Ayuda en Acción Ethiopia invites competent and qualified candidates to apply for the vacant position of Procurement and Logistics Coordinator for its National Office.
The Procurement and Logistics Coordinator is in charge of developing and managing the procurement and logistics system at Ayuda en Acción Ethiopia, including adoption of relevant policies and their implementation at the national and area offices to build a reliable, transparent, trustworthy, and efficient procurement and logistics processes contributing to the achievement of the organizational objectives.
Responsibilities:
Procurement function
- Support Operations Director in development of standard operating procedures for procurement of goods and services.
- Develop internal templates used across Ayuda en Accion Ethiopia’s offices.
- Develop preferred suppliers’ lists.
- Facilitate the development of annual procurement plans.
- Collect bids and prepare bid analyses.
- Support area office teams in procurement of goods and services.
- Prepare contractual agreements and facilitate signing based on the review and agreement with Operations Director.
- Prepare framework agreements for procurement of selected goods and services signed upon agreement with Operations Director.
- Ensure compliance with the scheme of delegation in procurement of goods and services.
- Participate in providing refresher training on internal polices related to procurement provided to the Ayuda en Accion Ethiopia staff and partners.
- Carry out quarterly review of all area office procurement procedures and report on gaps identified if any.
Logistics function
- Facilitate a weekly plan of logistics related requests.
- Build professional relationships with vehicle rental suppliers.
- Follow up on log sheets of both Ayuda en Accion Ethiopia and rental vehicles and report to Operations Director on quarterly basis.
- Facilitate timely distribution of materials procured at national office/international level to the area offices.
- Develop the schedule for servicing of all Ayuda en Accion Ethiopia vehicles and ensure it is followed.
- Manage security guards at the Ayuda en Accion Ethiopia national office.
- Follow up on supplies and the store management at the national and area offices.
- Maintain records of all fixed assets at Ayuda en Accion Ethiopia.
General office administration function
- Maintain proper documentation of all required procurement records (soft and hard copies).
- Follow up on utilities management.
- Follow up of timely maintenance of the national office fixed assets.
- Ensure appropriate support to expatriate staff in settling in the country, including finding appropriate accommodation, managing contracts with owners, assisting in procurement of assets for selected accommodation if required and related tasks.
- Manage a schedule and planning of evening/weekend driver in line with the internal regulations at Ayuda en Accion Ethiopia.
- Support the development and implementation of safety and security policies and procedures at Ayuda en Accion Ethiopia involving both the national and area offices.
- Support visits to the national office by managing their accommodation, transport, field visits and allocating office space.
- Contribute to building a suitable working environmental for all staff at national and area office in coordination with HR Coordinator, Operations Director and Country Director.
Offer Conditions:
- Incorporation: immediately
- Duration of contract: One year with possibility of extension
- Workday: 40 hours per week
- Work Centre: Addis Ababa with frequent travel to programme areas
Job Requirements
Knowledge and experience:
- Bachelor’s or master’s degree in Logistics, Marketing and Supply Management, Business Management, Accounting and Financial Management or other relevant fields from a recognized university.
- Minimum of 7 years of relevant work experience in procurement and logistics roles, preferably in the NGO sector.
Languages:
- Excellent verbal and written English
Geographical Mobility:
- Yes: National
Desirable Trainings:
- Procurement procedures, supply chain management, logistics software, property management, computer operating systems and similar.
Skills and competencies:
- Being resourceful
- Result-oriented
- Problem-solving skills
- Client-oriented approach
- Flexible and adaptable to changing schedules
- Committed to teamwork
- Good time management and planning skills
- Understanding of reporting
- Good communication and negotiations skills
- Pro-active approach to problem resolution
- High level of commitment to organizational values such as gender equality and its mission
Female candidates are highly encouraged to apply.
In all selection processes we will take into account the criteria of NO discrimination based on sex, race, skin colour, religion, political ideas, social origin, sexual orientation, age, etc., providing a transparent and equal opportunity process for all candidates, as stated in our Code of Conduct. “Treating all people with respect and rejecting any kind of harassment, discrimination, intimidation, exploitation or any other action against Human Rights”.
At Ayuda en Acción we have zero tolerance for behaviour related to sexual exploitation, sexual abuse and/or sexual harassment, which is why, in accordance with our Child Protection Policy, we are committed to carrying out a series of checks prior to hiring by requesting information from previous employers through the Misconduct Disclosure Scheme (The Misconduct Disclosure Scheme misconduct-disclosure-scheme.org) no the event that said employers are members of this platform. Therefore, by submitting this application, the job applicant accepts and authorises these checks to be carried out in order to continue in the selection process.
In addition, it will be compulsory to present the “Negative Certification of the Central Registry of Sex Offenders” prior to the incorporation.
More Information
- Address Ethiopia
