Procurement Officer 103 views3 applications

FH Ethiopia is a non-governmental organization engaged in relief and development activities. At FH, we operate under a set of guiding principles we call the “The Heartbeat”. This includes our Values, Vision and Purpose, which serve as the explanation of who we are and how we work as organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty. FH Ethiopia would like to invite potential candidates to apply for the mentioned position:

Position:                                Procurement Officer (Internal/External)

Duty Station:                         Addis Ababa

Duration of Contract:          One-year contract, renewable (with 60 working days Probation)

Salary:                                    As per the salary scale of the organization

Closing date:                         August 27, 2022

Job Summary

The Procurement Officer will be responsible to collect Proforma Invoices on approved purchase requisition, prepare offer analysis and purchase orders, check quality of items to be purchased, submit purchased items to storekeeper and reports to her/his supervisor. She/he effects procurement in timely and cost-effective manner and in compliance with FH Ethiopia’s procurements policies and procedures. Procurement Officer informs requesting units status of their respective purchase requests and ensures that purchases are made in the best interests of FHE.

The Procurement officer must be aware of, and adhered to FH Ethiopia’s policies, procedures, Safeguarding policy and Code of Business Ethics and Conduct.

Principal Responsibilities

Key Result Area #1; Procurement Management:

●      Receives approved Purchase Requisitions (PR) for procurement of goods and services.

●      Inquires immediately more specifications from requesting units if the PR is not clearly specified and completed;

●      Collect Proforma Invoices and presents to the supervisor for further processing or approval;

●      Prepares detailed bid analysis based on Proforma Invoices and prepares Purchase Order in the name of selected supplier.

●      Ensures that purchases are made in the best interests of FHE.

●         Prepare purchase orders ensuring completeness and conformance to user requirements.

●      Collects purchased items from venders and submits to the storekeeper against official Goods Receiving Note (GRN) of the organization;

●      Ensures timely preparation of cheque or CPO in order to avoid unnecessary delays in executing purchasing activity.

●         Conduct market price assessment for planning and budgeting.

●         Support the preparation of Consolidated FHE Annual Procurement Plan

●         Support the procurement Coordinator in procurement to ensure Goods, Works and services are procured timely to facilitate projects implementation and at the same time receiving value for money.

●         Work with the Procurement Coordinator to ensure vendors follow all the tendering regulations, procedures and instructions

●         Ensure orders are accurately drawn with the correct specification, quantity, qualities and delivery requirements

Key Result Area #2; Sourcing:

●         Support development of category strategies and approaches.

●         Assist to manage consistent and effective sourcing strategic sourcing processes.

●         Communicate sourcing approaches to all relevant stakeholders.

●         Participate in annual pre-qualification of suppliers and prepare the Suppliers database and regularly update.

Key Result Area #3: Contracts Negotiation and Management:

●         Prepare the content for key supplier contracts including terms and conditions to mitigate risk for FH Ethiopia.

●         Preparation of standard bidding documents, with terms and conditions of the tender.

●         Assist monitoring performance and delivery of the terms of reference of the contractors and recommendation for contract termination incases of non-compliance to the TOR.

●         Frame contractual agreements (Framework Agreements) for supply of consumables at the same prices for a period of one year.

●         Support negotiations are carried out on contracts and Orders to realize possible savings for the organization.

Key Result Area #4: Performance Measurement and Management:

●         Manage Relationships with Key Suppliers.

●         Preparation of monthly and annual reports on procurement KPI’s

●         Preparation and submission of weekly/monthly procurement status reports in order to engage the customers and other stakeholders

●         Handle implementation and maintenance of an updated suppliers’ database with catalogues of various products and prices.

●         Perform timely clearance of goods from the customs by working with clearing agents, relevant government arms and timely processing and follow up of relevant government exemptions.

Key Result Area #5: Procurement Risk Management

●         Assist to develop risk mitigation strategies for complex procurement arrangements and large procurement projects, ensure appropriate ownership of risk between the organization and the supplier (i.e. allocation of risk where it is best managed).

●        Champion compliance as a key procurement risk mitigation strategy.

 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 procurement 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.

⮚        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.

Experience

⮚ Minimum three (3) years relevant experience in procurement and or other directly-related technical fields is required.

Education/Certifications

⮚ BA in Procurement and Supply Chain Management or Business or any other relevant subject from any recognized university, advantages for candidates with INGO Supply Chain Management certifications.

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;

Safeguarding Policy

Food for the Hungry is committed to conducting its programs and operations in a manner that is safe for all beneficiaries it serves. It is FH’s policy to create and proactively maintain an environment that prevents and deters any actions and omissions that put any beneficiaries, including children and the most vulnerable at risk. All personnel are expected to conduct themselves in a manner consistent with this commitment and obligation. Any violations of this policy could result in termination.

Safety & Security Responsibility

⮚ Each FHE staff member should adhere to all pertinent policies concerning safety and security policy of FH. Lapses in safe conduct can jeopardize the health and welfare of all staff.

⮚ Every FHE staff member has an obligation to learn and understand the security situation where they are located.

⮚ Each FHE staff member should adhere to all pertinent policies concerning safety and security.  This includes, but not limited to, personal safety, road safety, etc.

⮚ Has a responsibility to become familiar to social, cultural and other associated features of their duty stations;

⮚ Abstains from inappropriate or offensive behavior that can put FHE in a difficult position, impair operations, and jeopardize the health and welfare of all staff of FHE.

⮚ All FHE staff should promotes safe conducts and exercises caution in all work activities; staff should accountable for own personal and professional actions and conduct;

Gender Responsibility

⮚ Be aware of the stereotypes about women’s and men’s capacities, and discuss how they influence staff, in assigning responsibility, and in managing resources at unit and organization level.

⮚ Be able to describe how gender issues relate to one’s job responsibilities and how gender equity can be promoted through the execution of those responsibilities.

⮚ Be familiar with the local Gender Focal Point(s), and go to her/him to learn more about gender issues, or when there is a gender grievance or harassment issue to resolve

⮚ Within each project and department, discuss FH’s Gender & Diversity and Sexual Harassment and sexual exploitation Policies, so that all staff are conversant with them.

⮚ Refrain from any comments or gestures that indicate prejudicial views of female staff, especially female supervisors.

⮚ In each Project and Head Office, ask women staff what changes would make it more “gender-friendly”, organization and implement the recommendations