Specialist, Procurement 14 views

Position Title: Specialist, Procurement

Function: Procurement

Division: Procurement

Level: TBD

Reports to: Lead Procurement

Required number: Two (2)

Based in: Addis Ababa

Vacancy type: Internal/External

Duration of contract: Indefinite based on performance and availability of funds.

Remuneration: As per organization pay scale plus other PSI/Ethiopia staff benefits. 

Vacancy posted on: December 20, 2024

Application Deadline: January 2, 2025

Who we are?

We’re Population Services International (PSI), the world’s leading non‐profit social marketing organization. We work to make it easier for people in the developing world to lead healthier lives and plan the families they desire by marketing affordable products and services that range from mosquito nets to contraceptives to HIV testing. We are a $560m enterprise based in Washington, DC, operating in the private and public sectors in more than 65 countries.

Join us!

There are over 9,000 “PSI’ers” around the world. It’s a diverse group of entrepreneurs and professionals with an unusually wide range of backgrounds – from the medical industry to the music business – all with unique skills we bring to the job.

PSI/Ethiopia wants to reimagine healthcare, put the consumer at the center, and whenever possible, bring quality care to the front door.  We achieve health impact in Ethiopia by working with both government and private partners and harvesting technology innovation to bring quality care closer to communities, schools, and homes.   We empower consumers by including them in the design of healthcare solutions, offering them more healthcare choices, and helping them to have a voice in influencing national priorities.  We work with all market actors in the health system to understand their needs, designing and delivering solutions so that market systems can sustainably serve consumers for the long term, helping to support the Government of Ethiopia in achieving Universal Health Coverage.

Job Summary

We are seeking a Procurement Specialist who will ensure a smooth procurement function and the post is crucial for ensuring efficient, cost-effective, and compliant procurement processes within an organization focusing on operational execution for the acquisition and delivery of locally and internationally procured goods and services of satisfactory quality.

Key Result Areas:

• Sourcing and supplier selection
• Procurement operations and database management
• Cost – effective and agile procurement execution to the organization Procurement processing with higher level of compliance (e.g. Donor policies, rules and regulations)
• Proper management of activities through Quick Book Enterprise (QBE) software system
• Vendor performance management

Main Duties and Responsibilities:

• Handle transparent and cost-effective procurement according to consolidated and prioritized procurement plan.
• Review submitted PR, MOU, Construction design, TORs, BOQ, Specifications and other related documents to ensure Ethiopias construction standards are met
• Prepare pre-qualification documents and invite contractors and take part in the technical committee to be assigned for the evaluation to have pre-qualified contractors for the intended projects utilization.
• Prepare Bid documents for each project, invite and distribute bid documents for short listed contractors for financial offer, evaluate the bid documents opened by the procurement committee and submit evaluation result and proposal to the authorized signatories as per PSIE rule.
• Issue letter of award for the winner approved by appropriate authorizer and prepare construction contract agreement and submit to the prudent person with all relevant documents
• Follow up for timely contract signing from PSIE and Contractor considering feedback if any.
• Prepare and issue Request for quotes, Bids and Tenders based on the organizations threshold.
• Solicit and analyze quotations from suppliers.
• Conduct evaluation based on the clearly set out criteria, present for approval and prepare bid document for open bid.
• Negotiate terms and conditions with suppliers.
• Prepare and issue purchase orders or contractual agreements to the technically responsive supplier in view of value for money approach.
• Ensure the quality of goods and services procured meets organizational standards along with user/requester.
• Make sure inspections and acceptance forms are signed and confirmed.
• Draft, review, and manage procurement contracts or renewal well before contract expiration.
• Coordinate centralized platform for contract management, track on well recorded database and ensuring solicitation from preferred suppliers
• Ensure to include compliance with key contractual terms and conditions.
• Handle regular market analysis, invite potential suppliers, Lead the process of Vendor assessment and shortlisting exercise to maintain an updated vendor database that could support to meet the current and potential needs of PSI/E requirement.
• Manage all open purchase order’s and long-term contracts, indefinite quantity Contracts (IQC), Lease agreements from approval thorough delivery using Quick Book Enterprise (QBE) software, PO-PR tracking sheet and vendor/contract Database.
• Identify systems and solutions to introduce best practices that could maximize effectiveness and efficiency of the strategic procurement process.
• Find ways to handle procurement process through Long Term contracts for sustainable goods/services supply with reasonable cost and to minimize logistics costs.
• Lead the process of identifying key performance indicators for vendor performance monitoring and perform quality assurance for the procurement function based on the key performance indicators approved by Management.
• Maintain well documented procurement records and a procurement database.
• Ensure procurement compliance with PSI, GoE, Donor policies, rules and regulations.

Generic Duties of the Position:

• Prepare and present procurement reports.
• Analyze procurement data to identify trends and opportunities for improvement.
• Prepare, communicate and implement weekly and daily work schedules for his or her section.
• Coordinate and supervise daily operations and service delivery within his or her section and avoid operations interruption that could compromise the lead time of delivery.
• Coach, train, educate and mentor subordinates and support them in handling complex issues in their assigned duties.
• Provide regular and secluded analysis of project progress report against the program expectation and an explanation of the causes of any delays supported with progress evidence.
• Make regular follow ups on all construction works undertaken by the project, ensure interim and final payments are approved and effected at particular milestones and confirm payments are prepared based on the value of work that has been completed.
• Conduct site visit before any final payment approval and contract termination, if needed, and also for selected projects based on the sensitivity, technical and contractual requirements and submit site visit report with recommendations.
• Evaluate and report the periodic performance of subordinates and provide them regular feedback and support to improve their performance.
• Provide support to immediate manager in all matters related to the management and supervision of subordinates, operations and resources within his or her section.