About ZOA

ZOA works with committed and motivated staff in serving millions of people affected by poverty, disaster, injustice and conflicts. Through the efforts of our dedicated staff, we are able to bring Signs of Hope and to support people who suffer due to armed conflict or natural disasters by helping them to rebuild their livelihoods. ZOA has a zero tolerance to Safeguarding, Child & Adult Safeguarding, Protection from Sexual Exploitation and Abuses.

We value our employees and offer a wide range of benefits to meet the specific needs of our staff and their families

Purpose:

The Procurement and liaison Officer is accountable for ensuring the overall emergency program procurement and supplies are met and delivered in accordance with timescales set and agreed with program staff and ZOA systems, polices, and procedures .Facilitates communications and coordinates activities among agencies and organizations.

Typical Responsibilities - Key end Results of the Position:*

Liaison

• Facilitate program and logistical matters that relates with the Charities & Societies Agency (CHSA) and government agencies which includes duty free program vehicle, motor bikes and other imported items and program related issues.
• Facilitate duty free vehicles and motor bikes from CHSA.
• Request plating license number support letter from CHSA.
• Acting as contact points for all agency or organizational personnel.
• Keeping lists of the agencies or personnel representing the person, agency, or organization.
• Facilitating meetings and cooperation among people, agencies and organizations.

Import/Customs Clearance

• Facilitate import permits for specialized items and supplies with the respective ministry offices.
• Coordinate and Facilitate customs clearance of goods imported from abroad and inspect goods with technical person on arrival that they meet specifications and packaging requirements as set out in the Purchase order.
• Ensure proper documentation, including tax exemptions, are processed for all international and national purchases.
• For goods being dispatched directly from the supply, carry delivery inspection at the Suppliers location during load on to transport
• Liaise with procurement team on incoming goods to determine and plan clearance, and transport needs.
• Communicate and facilitate with custom clearance agents for any imported items.
• Inspect goods on arrival at customs and cargo as per the packing list.
• Prepare payments for agents.
• Collect GRN from warehouse for imported items and send to regional office to effect payments.

Procurement/Purchasing

• Ensure that all supplies requests from the emergency programs are facilitated in a professional manner and following ZOA logistics and financial guidelines as well as donor rules and regulations.
• 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
• Work in close cooperation with the Finance Department to ensure full audit compliance of all procurement activities and to guarantee total transparency and accountability
• Facilitate supplier’s payment processes and documentations for audit trails
• Ensure that all procurement and supply requirements are procured and delivered in accordance with timescales set and agreed with the requesting departments/projects.
• Facilitate equipment 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 ZOA to ensure traceability of all documents and expenses
• 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

Fleet and transportation

• Request insurance and third-party sticker for new purchased and imported vehicles.
• Liaise with transport authority for import permit.
• Liaise with transport authority for new plat license number.
• Liaise with suppliers for new vehicles PDI (pre delivery inspection)
• Make and follow up 1000 km service for new vehicles at MOENCO. 

Job Requirements

Qualification & Experience

• BA degree in Logistics/Supplies Management, Business Administration or a related field;
• 2-5 years of general experience, preferably with a donor-funded project.
• Must have at least two years of specific experience administration, logistics or a related field;
• Good writing and speaking English communication skill
• Knowledge of working in INGOs preferably working on Donor-funded projects
• Computer literate with practical experience using Microsoft applications and human resources databases;
• Accuracy, attention to the details including a high level of integrity and confidentiality;
• Strong organizational and administrative skills,
• Good understanding of the national tender and organizations procurement policy document interpretation skill;
• Good knowledge and understanding in demonstrating gender awareness and sensitivity and organization code of conduct;
• Ability and willingness to work as a member of the team, with people of different cultural, and religious backgrounds, different gender, and diverse political views, while maintaining impartiality and objectivity;

How to Apply

If you are interested in this position, please apply via ethiojobs.net by sending your CV and a motivation letter indicating your suitability for this position to before the due date

Please provide at least 3 references related to your previous employment listed in your CV or motivation letter. 

Applicants should submit their up to date CV, and a cover letter of no more than one page in which they outline why they are applying and why they believe that they are the best candidate for the position of Procurement and Liaison Officer, with reference to the job description. Applicants who send a generic cover letter will not be considered for short listing.

Only selected candidates will be contacted and invited to participate in the process of recruitment. It is our aim to inform candidates of their status in the recruitment process within 4 weeks after the vacancy has closed. A written test will be part of the recruitment procedure. Documents that do not match the profile above will not be considered. The offer will be issued up on project approval from the donor. Internal candidates will also have priority, in case of similar results