Procurement Officer 99 views

ROLE PURPOSE:

The Procurement Officer is accountable for ensuring the overall national programme procurement and supplies are met and delivered in accordance with timescales set and agreed with programme staff and SC systems, polices, and procedures.

The post holder should have experience in procurement for humanitarian emergency and development supplies and materials, reasonable knowledge of tendering criteria and evaluation of bids.

During humanitarian emergencies, the post holder maybe required to work outside the normal role profile and be able to vary working hours accordingly as directed by the Procurement Coordinator

SCOPE OF ROLE:

Reports to: Procurement Coordinator

Staff directly reporting to this post: None

KEY AREAS OF ACCOUNTABILITY:

• Ensure that all supplies requests from the programs are facilitated in a professional manner and following the Supply chain and financial guidelines of SC Ethiopia.
• Ensure that all procurement of goods and services are carried out with the objective of obtaining the best value for money and the best possible service to the requesters
• Ensure that goods and supplies are procured and delivered to the warehouses in line with the quantity, quality and specification stated in the Purchase requests
• Ensure that all procured items are delivered to the warehouses and proper warehouse documents are issued
• Maintain and regularly update current suppliers’ database.
• Maintain, keep up to date and share a weekly procurement tracker, showing the current status of the requested items and the date which they are expected to be supplied to the projects.
• Organize collection of required number of quotes for all relevant procurement.
• Advise the budget holder on contract allocation if relevant. Call for procurement committee meetings, take notes and document the decision making process.
• Draft POs according to procurement committee’s proceedings for review of relevant manager and submit for budget holder approval.
• Collate all payment files and submit to procurement manager for check before submission to budget holder and finance for payment.
• Prepare monthly summary report on the payment, identifying problems in operations and solution proposed.
• Oversee all arrangement for meetings and conferences as required, ensuring these are delivered to a high quality and cost effectively.
• Line manage all Procurement Assistants under supervision of the position by managing performance on an ongoing basis.
• Manage supplier relationship up to delivery of goods/completion of service.
• Follow up with finance office on outstanding payment files. In liaison with the procurement Manager, trouble shoot files incompleteness and/or inconsistencies.
• Maintain and keep up to date a hard documentation filing system for procurement files allowing easy reference for audit purpose.
• Ensure that all procurement and supply requirements are procured and delivered in accordance with timescales set and agreed with the requesting departments/projects.
• Facilitate computer and assets and property repair/s maintenance services with agreed maintenance service providers
• Ensure appropriate documentation, tracking and filing of all procurement activities by following standard procedures and guidelines of SCI to ensure traceability of all documents and expenses
• Ensure appropriate monthly reporting on all procurement activities based on the requirements defined by the procurement manager
• Establish and maintain excellent communication links between Addis and all field offices to ensure appropriate and regular information flow on all requests received as well as to ensure that the requesters get the right items, at the right time and at the right place
• Comply with all relevant Save the Children policies and procedures with respect to child protection, health and safety, security, equal opportunities and other relevant policies.
• Comply with all relevant Save the Children policies and procedures with respect to child protection, code of conduct, fraud, health and safety, equal opportunities and other relevant policies.
• Generate procurement team meeting proceedings and any other procurement reports weekly related to humanitarian procurement and upon request
• Carry out any other tasks required by the line manager in line with job description and capacity development plan.

BEHAVIOURS (Values in Practice)

Accountability:

• holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values;
• holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved;

Ambition:

• sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same;
• widely shares their personal vision for Save the Children, engages and motivates others
• future orientated, thinks strategically and on a global scale;

Collaboration:

• builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters;
• values diversity, sees it as a source of competitive strength;
• approachable, good listener, easy to talk to;

Creativity:

• develops and encourages new and innovative solutions;
• willing to take disciplined risks;

Integrity:

•  honest, encourages openness and transparency; demonstrates highest levels of integrity;

QUALIFICATIONS 

BA degree in purchasing and supplies management, Business Management, Management and Accounting and relevant field

EXPERIENCE AND SKILLS

 Essential

• At least 2 years of experience working in supplies, procurement, Supply chain functions
• Good interpersonal skills,
• Good written and spoken English
•  Knowledge of computer word processing, access and excel
• Proven experience working in a team.
• Commitment to and understanding of Save the Children’s International aims, values and principles.

Desirable:

• 3^rd grade driving license with driving experience
• Experience working in NGOs is an added advantage

Additional job responsibilities

The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience.

Equal Opportunities

The role holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures;

Child Safeguarding:

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

Safeguarding our Staff:

The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy

Health and Safety

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.