Position: Procurement Officer

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Ethiopia

Job Description

About The IRC

• We are one of the world’s largest humanitarian international Non-Governmental organizations, providing relief, rehabilitation, and development support to vulnerable people and communities in over 30 countries. We began work in Ethiopia in 2000 in response to severe drought in Ethiopia’s Somali region and are currently providing assistance to Ethiopians and refugees in six regions in Ethiopia, implementing emergency and development programs in health, water and sanitation, economic recovery and development (ERD), women’s protection and empowerment, education, child protection, and multi-sectoral emergency response

Job purpose

• The Procurement Officer is responsible for the efficient coordination and management of procurement functions for IRC’s office. The position holder will procure Program supplies, services, and equipment, whilst ensuring good practices and maintaining audit-compliant records. You will ensure that all purchases of goods and services are done transparently, at the best available price, and in compliance with IRC and donor procurement policy and procedures.

Key Job functions/responsibilities

Specific responsibilities include, but are not limited to:

Procurement Planning

Working closely with the Senior SC officer and  Procurement Manager, and other internal and external partners, you will effectively plan and support program implementation by:

• Collecting, organizing, and analyzing data market information and data to enable effective procurement planning
• Preparing and implementing procurement plans following related IRC procurement Standard Operating Procedures (SOPs)
• Monitor supply market and conduct market surveys & analysis to ensure value for money in procurement.

Procurement

Responsible for implementing procurement plan and strategy and ensuring all procurement needs are met on time in line with GSC and donors’ standards, the role holder will:

• Support the development of procurement specifications
• Process approved Purchase requisitions through the procurement software ensuring data accuracy.
• Initiate and process Requests for quotations (RFQ) and Requests for Proposals (RFP).
• Train and certify procurement committee members and participate in tender meetings and evaluations.
• Prepare bids analysis and other bidding documents for approval.
• Conduct negotiations with suppliers that is transparent and documented.
• Review procurement documents for accuracy before taking payment for approval.
• Collaborating with all departments by Coordination with finance, grants, and program to ensure smooth and timely procurement

Contract Management

You will lead the contracting process so that the terms and conditions, and contracting procedures as provided by Global Supply Chain are followed.

To achieve this, you will:

• Prepare and execute contracts for recommended bidders
• Timely renew qualifying contracts and Master Agreements.
• Execute contracts against set performance indicators

Supplier Management

The role will lead supplier relationships and performance to ensure that Suppliers adhere to Service Level Agreements (SLAs) and that there is precise record keeping. This includes:-

• Maintaining suppliers’ files and documentation
• Monitoring and documenting supplier performance
• Maintain supplier performance scorecards.

Compliance and Ethics

You will assist in identifying and analyzing compliance risk in procurement processes and in implementing donor rules & regulations for all procurements by:

• Implementing due diligence for suppliers includes conducting reference checks, supplier visits, etc.
• Providing consistent and constructive support to other departments to ensure compliance with policies and procedures
• Identifying and reporting procurement red flags across the procurement value chain
• Implementing corrective action plans (CAPs) in response to internal and/or external audit queries

Reporting

You will support timely and accurate reporting by:

• Preparing and submitting accurate monthly reports to the Procurement Manager on time.
• Supporting with developing and updating the procurement plans (assigned) as required.
• Submitting a monthly list of commitments to Procurement Manager/Supply Chain Coordinator and Finance
• Submit periodic procurement tracking report for specific Grants that you are assigned to.

Job Requirements

Qualifications

Education

• BA Degree in  Supply chain Management, Business Administration, Financial Accounting, or Logistics related fields

Work Experience:

• 4 years of work experience in supply chain operations (Procurement)
• Experience working with NGO preferred.

Demonstrated Skills and Competencies:

• Knowledge of generic procurement procedures and practices
• Proven success as a procurement leader within the supply chain including planning, procurement, and logistics
• Good collaborator and influencer with effective interpersonal and analytical skills who work seamlessly across cultures, organizational units, and suppliers.
• Knowledge and experience in procurement plans, strategies, market analysis techniques, procurement and contracting
• Good negotiation skills
• Excellent skills in conducting market analysis and sourcing strategies.
• Able to work effectively in a highly matrixed structure
• Good mathematical skills.

How to Apply

Follow the link

Your application letter/cover letter must include the following information:

• Name of the position applied for
• Date of application
• Motivation/objective of why you have applied for the job
• Summary of your qualifications and experience
• Please include at least 3 references from current and former supervisors