JOB SUMMARY

Under the supervision of the HR and Operations Director, the Procurement Manager is responsible for managing a standalone procurement function and facilitating the platform procurement process from planning to receipt and supplier confirmation of payment. S/he oversees consolidated procurement planning, supplier prequalification, registration, and deregistration; supplier selection, job award and payment, a centralized procurement database, centralized platform contract management, and international procurements. S/he also facilitates the platform procurement committee to manage her/his staff and travels when necessary.

ESSENTIAL FUNCTIONS 

• Oversee transparent and cost-effective procurement according to consolidated and prioritized procurement plan;
• Set and achieve annual performance targets for lead time adherence, average value/transaction, % of transactions on contract, and overall volume of transactions;
• Manage PSI International procurement from request through the confirmation of receipt, managing PSI/E’s relationship with the PSI/W procurement function;
• Consolidate annual platform procurement plan and conduct monthly review meetings; using the procurement plan as a management tool to plan for “grouped” procurements which enable longer-term supplier indefinite-quantity contracts for all routine items;
• Facilitate platform procurement committee, maintaining records of committee meetings and decisions;
• Manage all open PO’s and long-term contracts, Indefinite quantity Contracts (IQC), Lease agreements from approval thorough delivery using Quick Book Enterprise (QBE) software, a PO-PR tracking sheet, and vendor/contract Database.
• Manage all requests trough the Procurement desk and monitor the outcome, conduct regular follow up, deliver the monthly reports over the KPI for the procurement function.
• Oversee centralized platform contract management, ensuring solicitation of suppliers or renewal well before contract expiration;
• Maintain well-documented procurement records and a procurement database;
• Ensure procurement compliance with PSI, GoE, Donor policies (eg. USAID, CIFF), rules, and regulations;
• Participate in platform PAT/PIP, internal and external audits, and strategic planning exercises;
• Contribute to platform work plans and reports, including timely accrual submissions and project close-out;
• Oversee continuous improvements in the platform procurement procedures and tools based on PAT/PIP, internal and external audit action plans;
• Contribute to SOP for area offices, including decentralized supplier selection procedures for regional hotels, venues, and transport, wherever required;
• Represent the procurement function in platform management meetings and the platform security committee;
• Represent PSI to external supplier community, managing PSI’s reputation through well documented, transparent and timely supplier management;
• maintaining arms-length dealings wherever possible;
• Manage Procurement staff according to MBO, PSI performance, and learning system including, routine coaching and feedback, regular performance appraisals,
• Perform any other related activities as assigned by the immediate supervisor.

MINIMUM QUALIFICATIONS

• MA/BA in Procurement, Purchasing & Supplies Management, Logistics and supply chain management, Business Administration, or related field, 6/8 years of experience in relevant work of which 3 years in management level
• Customer service orientation
• Demonstrated people management experience.
• Demonstrated familiarity with good procurement practices • Computer and communication skills
• Minimal travel required
• Fluency in written and spoken English and Amharic
• Familiarity with database management.
• Experience developing procurement systems and procedures.
• A highly patient and professional individual who enjoys working on a cross-functional team in a fast-paced work environment.
• Open to feedback and willing to listen to the departments' feedback to make improvements and raise the profile of the procurement department
• A service-oriented individual with the ability to push back on others to enforce systems and procedures
• A highly ethical individual holds themselves and others to the highest ethical standards