FH Ethiopia is a non-governmental organization engaged in relief and development activities. All we do, and how we do it, seeks to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At Food for the Hungry, we operate under a set of values called Heartbeat Values. FH Ethiopia would like to invite potential candidates to apply for the mentioned position:
Position: Procurement and Logistics Coordinator (Internal/External)
Duty Station: Bahir Dar
Duration of Contract: One-year contract, renewable (with 60 working days Probation)
Closing date: April 21, 2024
Job Summary
Under the direct supervision of Regional Program Office Manager, the Procurement and Logistics Coordinator will take a leadership role in executing effective and efficient Procurement Management, Fleet management, Asset Management, Warehouse management and Admin management of the Amhara Region office with established rules and regulations of FH-Ethiopia and the respective donor regulations. The position will contribute to developing and delivering a leading Procurement, Fleet, Admin, Asset and Warehouse management. This position will also be responsible for leading the development and implementation of key procurement, Logistics and Admin strategies that include the creation and evaluation of formal request for proposals, negotiating contracts, supplier relationship management and seeking out new opportunities to support FHE-Ethiopia’s plans.
Principal Responsibilities:
Key Result #1: Procurement Management & Support
Manage the entire process in the planning of procurement activities, ensuring effectively-functioning processes to avoid costly delays based on projects’ procurement plans; Keep effective lines of communication between the Project/Program Managers and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the FH Ethiopia procurement procedures and guidelines; Lead full compliance of procurement activities with the FH Ethiopia Procurement Manual and Donor’s Regulations; Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements; Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business monitoring and improvements in systems and processes; Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractor’s performance evaluation and risk assessment; this will include preparation of appropriate procurement documentation leading to the approval of Purchase Orders and contracts; Review quarterly procurement status report for all purchases and share the Report with the Operations Manager and Project Managers; Review procurement guidelines and manuals to streamline, standardize and improve integrity of procurement processes including Odoo procurement. Provides specialist advice, guidance and service on best procurement practice to staff; and builds the capacity of FH Ethiopia in procurement risks-based identification, assessment and management; Supports project managers in developing realistic procurement budgets and advises on market changes in prices of regular products; Undertakes regular spend, supply markets and savings analysis; Produce regular reports on procurement performance and performs in-depth analysis including spend analysis, procurement lead times, savings secured and wastage analysis; Provides technical support on matters relating to procurement in accordance with statutory requirements and procedures; Undertake market research and surveys on a regular basis; Prepares tender documents and ensures effective tendering process management including planning, strategic sourcing and category management, risk management, and project management.
Key Result #2: Supplier Management Manages key supplier relationships and third-party service providers to deliver breakthrough performance in cost, service and quality, including technical input to negotiations on strategically significant contracts; Develops, maintains and manages a supplier base that serves the procurement needs of FHE-Ethiopia, develops and implements strategies to evaluate and improve Supplier performance in terms of on time delivery, quality specifications, waste and cost reductions; Lead on procurement related negotiations with suppliers to ensure savings are achieved, and value for money and efficiencies are secured for FH Ethiopia. Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement; Monitor and report on the performance of selected vendors to ensure timely delivery in line with contractual obligations and performance metrics and ensure deactivation/blacklisting of non-performing vendors or vendors that deliver substandard goods; Manage outward communication to vendors to facilitate understanding and awareness of organizational strategic direction, changes and challenges; Manage the interaction between vendors and internal teams to provide adequate visibility of interdependent initiatives and program activities; Liaise with procurement vendors to review, report on and revise contractual agreements as necessary; Monitor initiation of vendor enlistment process; review checklist, vendor evaluation, vendor documentation for vendor selection processes and maintain updated Approved Vendor List (AVL) Work on prequalification of suppliers for different categories of goods, services and works. Ensure enterprise-wide needs for due diligence, risk assessment and continuous vendor monitoring are being accomplished; Tracking, measurement, reporting and evaluation of vendor performance and ensure yearly vendor deactivation and/or delisting process; Ensure debarment checks are done for all Vendors and Consultants; Troubleshoot all vendor problems and present to management as required.
Key Result #3: Fleet Management, Warehouse Management and Asset management Maintain daily vehicle movement schedule and records and assign vehicles (including motorcycles) as needed providing daily movement schedule by the close of business the previous day. Demonstrate the effectiveness of the fleet management by boosting efficiency, enhancing productivity, controlling costs to guiding the CO towards successful decisions. Provide regular submission of logistics and assets, in particular fleet management reports and generator reports. Support inventory management of all expendable and non-expendable items under the projects. Initiate regular warehouse physical inventory counting and prepare reports on it Initiate verification, maintenance, monitoring and write-off/disposal as may be appropriate in compliance with established rules and procedures. Support function of warehousing within FHE operations and produce official release and receiving documents. Support FHE logistics function and assist with planning and goods deliveries, and provide information on the status of requests and the availability of items in the FHE supply chain system. Monitor receive and release supplies based on received authorizing documentation. Verify quantities and quality (including packing) according to goods receipt document, packing lists, waybills, pre-delivery inspection reports or purchase orders and report discrepancies if any. Monitor the quantity and quality of the stored supplies and report on irregularities, if any, in relation to storage, receipt or dispatch & security of the warehouses. Maintain records and ensure appropriate filing for all documentation related to movements in and out as well as monthly warehouse stock taking reports. Perform monthly physical inventory checks, provide monthly stock reports and data on receipts/releases, and immediately report on any variance. Assist in regular/random physical stock taking in the warehouse. Develop plans for capacity building of warehouse staff. Ensure that relevant tools are in place for inventory Ensure that the field Office assets are tagged and properly kept (including individual lists of office equipment). Ensure that inventories are made in all offices at least once a year. Ensure that inventory documentation is kept up to date in all offices. Coordinate and ensure that the reconciliation of all offices and partners’ inventories is done with databases. Produce annual inventory and reconciliation report to management. Monitor life-cycle/shelf-life of assets and equipment. Monitor all sub-equipment accounts to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held. Analyze data on vehicle use and cost, submit a monthly report to the Operations Manager on a monthly, weekly or as and when required for management. Provide adequate information on fleet with appropriate recommendations for maintenance and renewal of the fleet. Ensure that new vehicles are correctly registered, insured, etc. and initiate the process of renewal of documentation as required. Keep a record of annual fleet renewal documentation and process renewals accordingly. Manage the allocation and movement of vehicles at the country office. Ensure the country office and vendors vehicles have safety equipment needed such as first aid boxes, fire extinguishers etc. Effectively maintain strict adherence to FHE policies on travels, including wearing seat belts, speed limits and ensure drivers have regular training in this area. Maintain an overall chart and individual vehicle and generate files showing maintenance schedules, data of insurance renewals, road worthiness certificates, ECOWAS brown cards, etc. Manage admin activities and create conducive working environment across the region.
Key Result #4: Leadership and People Management Provides leadership to the procurement and Logistics staff across the region. Liaises with HR in carrying out staff training needs assessments and recommends training programs to address performance gaps. Maintains staff discipline and ensures effective handling of staff grievances in consultation with HR unit; Perform any other duties as may be assigned.
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Job Level Specifications
Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.
Practical experience in using a wide range of accounting software including MS Dynamics, MS-Word and MS-Excel and other applications.
Proven expertise with USAID/UN/OFDA rules and regulation on Procurement and Financial Management
Excellent organizational skills; ability to plan and coordinate work, ensure the efficient flow of projects and processes.
Strong people management skills / interpersonal skills with the ability to motivate, teach and mentor staff and volunteers.
Comfortable and persuasive when speaking before both large and small groups.
Ability to interact positively with all levels of the organization and across organizational and cultural boundaries.
Supply Chain Management and projects procurement skills
Tender management and sourcing skills
Negotiation Skills.
Analytical and interpretative problem solving skills,
High personal integrity and good work ethics
Excellent Leadership and management skills
Excellent knowledge of procurement & Disposal policies and procedures
Demonstrated ability to conceptualize, plan and implement strategic initiatives within the context of conservation, natural resource management, international development, and/or other related fields.
Experience
5 years’ experience with at least 3 years’ at management level in driving a procurement and logistics function. Procurement and Logistics experience with responsibility for delivering procurement benefits including value for money. Demonstrated experience in financial budgeting and strategy; business evaluation and advice, risk management and corporate governance, managed statutory requirements.
Education/Certifications
BA or Masters Degree in Business or any other relevant subject from any recognized university, advantages for candidates with INGO Supply Chain Management certifications.
Relevant professional qualification in Procurement and or Supply Chain Management (CIPS qualification or equivalent is preferred)
Distinguishing Competencies
⮚ Specialized training, certification and experience related to procurement (i.e Procurement Planning and Execution).
⮚ Knowledge on local procurement policy, logistics and supply chain management.
⮚ Must have good coordination, negotiation, persuasion, critical thinking and time management skills.
⮚ Good interpersonal and communication (both written and verbal) skills.
⮚ Relevant knowledge of procurement regulations and policies and procedures for major donor ‐ funded programs like USAID.
⮚ Analytical skills and ability to undertake complex analysis and price comparisons of multiple vendor quotes/bids required;
⮚ Competency and experience with spreadsheets required.
⮚ Ability to prepare procurement reports providing periodic status updates as necessary.
⮚ Competent in Microsoft Office applications, strongly in MS Word and MS Excel.
Language
- Proficiency in spoken and written Amharic & English required;
Supervisory Responsibility
Safeguarding Policy
FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.
Safety & Security Responsibility
Encourages compliance of Safety and Security principles and policies of the organization by all staffs;
Visiting project Offices and operational areas periodically to meet staff and making sure that all staff members are aware of the safety and security procedures;
Explains to staffs the reasoning behind the organization’s safety and security policies and procedures;
Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members. If possible, he/she should conduct briefing and training sessions himself/herself;
Ensures that safety and security objectives are added to performance reviews and evaluations of all staff members;
Gender Responsibility
Provide adequate time to staff to participate in gender sensitivity workshops and related events.
Through observation, interviews, and spot-checks, ensure that the staff planning process is gender sensitive.
Build a better gender balance in staffing through affirmative action.
Observe if women staff are as involved as men in high-profile activities such as interaction with visitors and chairing meetings, and take corrective action if warranted.
Encourage female staff to participate in external networks (local and regional), as well as seminars and cross visits.
Facilitate open and regular discussions with staff on about the work environment, policies, and values convenient to gender issue
