Procurement Officer 51 views

About GOAL

GOAL’s mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.

GOAL is a non-for profit organization that has been working in Ethiopia for over 30 years, towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition,  healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses programmes by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS. Currently, we work with pastoralist, agropastoral, pastoral dropouts, rural small holder farmers, rural/urban youth and street children to respond to humanitarian crises and build resilience in Ethiopia working closely with local communities, local government, donors and other key actors. GOAL E Humanitarian Response is centered on nutrition, WASH, livelihoods, multipurpose cash, NFIs and protection interventions in country wide while the recovery and development focus on livelihoods, economic opportunities, health, health and nutrition system strengthening and WASH with solid emphasis on integrated programming and community-based approach in Oromiya regional state. The Street Children programme is implemented with local partners in Addis Ababa and Hawassa.

We envision a world where poverty no longer exists, where vulnerable communities are resilient, where barriers to wellbeing are eliminated and where everyone has equal rights and opportunities. GOAL Ethiopia’s main donors are Irish Aid, USAID/OFDA, EHF, ECHO, WFP, UNHCR, UNOCHA and other private donors.

Job Requirements

ABOUT THE POSITION:

The Procurement Officer is responsible for the management and administration of procurement cases on behalf of the procurement department in order to facilitate the smooth running of GOAL programmes in Ethiopia. S/he is to ensure that orders for goods, services and works are processed promptly and good value for money is obtained according to the existing GOAL Logistics and Procurement Guidelines.

Key responsibilities:

Under the supervision of the Refugee Programme Manager or his/her designate:

Assist the Procurement Manager and his/her designate in the initiation of FWA’s and coming up with the expressions of interest for all categories of purchase (per-qualification of suppliers)

In liaison with the Logistics Department coordinate the reception of goods from supplies and follow up with suppliers / transporters on items missing or damaged in transit

Integrity:

Honest, encourages openness and transparency; demonstrates highest levels of integrity

Additional Roles

JOIN US

Do you want to join an exciting organization that brings high level impact to the community and add value to your professional advancement?  Then join us if you have:

Degree or Diploma in purchasing/supply chain management or similar and relevant study

• At least 2-3 years’ experience working in similar role in an INGO/NGO or private sector
• Good computer skills; MS Excel, Word, PowerPoint and Outlook
• Good Communication skills in English – reading, writing and speech
• Good negotiation skills

Flexible to work at odd hours and willingness to travel to the field offices

Desirable qualities, Skills, and competences:

Note: This description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

REMUNERATION and BENEFITS:

Commitments:

GOAL’s recruitment procedure is fair and transparent which is also in line with the organization’s commitment to its integrity, honesty and culture. GOAL is committed to ensure that, its performance complies with the terms and conditions of relevant agreements, applicable laws & regulations. Hence, pre-employment background checks will be conducted, and employees are required to read, understand, sign and implement different polices including safe guarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other rules and regulation of the organization.

GOAL is strongly committed not to harm the people under its care.

Receive and process orders assigned by the Procurement Manager or his/her designate from the field office and Addis Office, checking that order has been correctly filled, that quantity/specification is provided, that coding has been provided and the order has been properly authorized

Prepare necessary request for quotation or Inquiry forms for all required suppliers and service providers, with all specifications, indicate closing dates to receive quotations, with strict adherence to GOAL/donor rules and regulations, receive quotations for local procurement based on requirements/specifications and prepare a bid analysis as per the received quotations and together with PCOM/TCOM (where applicable) make recommendations to award a contract/purchase order, prepare required purchase orders (POs) ensuring correctness and details of specifications, quantities and financial information for submission and approval

Acknowledge orders received and where possible provide initial feedback on costing estimates and delivery times

Where requested, help/liaise with requester/Budget Holders to develop specifications, availability, rough costing as per previous procurement offers etc.

Ensure compliance with Donor/GOAL procurement policies and in-country SOPs. Assist in the maintenance of the supplier/vendor list and participate in market surveys as required.

Ensure all procurement files are held in soft copy in the logistics folder on the shared drive (where applicable) or hard drive, and the completed file is correctly named

Ensure that the following files are correctly managed and coordinated to the PM/APM

Ensure that all email correspondence and computer files are stored in a structured and organized manner (oversight and management of the shared drive for procurement)

Prepare the funds forecast and present to Refugee Programme Manager or his/her designate for review on monthly basis (by 12 of every month)

Prepare all the documentation to tender opening committees and ensure that all members are available, keep the minutes and ensure compliance

CIPS/Fritz Certification

GOAL will pay a competitive basic salary based on the salary grading with addition benefits.

A chance to develop tangible experience.

Being part of a team who continue to make a real difference to the lives of the most vulnerable people.

Ensure delivery dates and time is shared with the warehouse personnel well in advance before delivery of the goods

Assist to ensure payment of suppliers is made promptly and that the finance department receives all the necessary documentation. Ensure procurement is undertaken in a timely manner to minimize disruption to programmes.

 Maintain field office order tracking sheet (OTS), contract database (contract management system) and share it with the Procurement Manager or his/her designate at Addis office on weekly and monthly basis.

Provide status of the procurement at hand and advance warnings of delays / shortages or other problems to programme managers and sequesters

Develop a clear knowledge and understanding of GOAL procurement procedures and ensure that all purchases are fully compliant with GOAL/Donor rules and standard procurement regulations.

Make sure that all suppliers are dealt with fairly and equally.  You must never use your position for personal gain and should refuse any gifts that are offered by suppliers.

Ensure items are never purchased from family members.  If a conflict of interest arises you must declare and request the involvement of an unbiased GOAL colleague in relation to the specific order / issue.

Ensure the receipt of all goods procured locally is properly recorded using the correct GOAL procurement documentation e.g. GID/GRN and a copy is filed with the finance paperwork.

 Any other task as designated by the line manager or their direct line management

Procurement files are well organized

Conduct terrorist check for all suppliers

How to Apply

APPLICATION PROCEDURE:

Interested and qualified applicants need to submit ONLY once their non – returnable application  ONLY with CV for one vacancy. The vacancy reference number along with the title & Duty station need to be written in the application letter and subject of the email. Please do not attach any other supporting document. Applicants can apply using the following option.

Applicants can directly apply on line using [email protected]

GOAL strongly encourages female candidates to apply!

Only short-listed candidates will be contacted for an interview and exam.

Shortlisted candidates will need to submit other supporting documents upon request at later stage.

GOAL is not able to contribute towards any costs incurred by candidates during the recruitment process.