Self Help Africa (SHA)

Position: PROCUREMENT OFFICER

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Ethiopia

Salary: As per SHA scale

Posted date: 16 minutes ago

Application Deadline: Nov, 6/2021 (10 days left)

About Self Help Africa:

Self Help Africa (SHA) is an international NGO dedicated to the vision of an economically thriving and resilient rural Africa. We have 50 years of experience working with smallholder farmers, farmer associations, cooperatives and agribusinesses across Africa to help farmers grow and sell more food, improve diets, diversify incomes and make their livelihoods more sustainable and resilient to external shocks. SHA also builds awareness of issues affecting smallholders and represent their interests at policy and institutional level.

SHA is a core member of The Gorta Group which is composed of a group of innovative organizations driving sustainable economic and social change across Africa. Comprising Self Help Africa, Partner Africa and TruTrade, the Gorta Group combines expertise in market-based solutions to poverty and rural development; climate change mitigation and resilience; trade facilitation and farmer and worker rights; underpinned by an inclusive ethos that specifically targets women and youth. In August 2021, United Purpose joined the Gorta Group, which operates as Self Help Africa (SHA), bringing together two organizations with proud histories of assisting those in greatest need. United Purpose, formerly Concern Universal, has worked for more than 40 years as a leader in community-led development and grassroots innovation. SHA now has over 700 staff worldwide, as a result of the merger, and a global turnover of over €40m. We are currently implementing a portfolio of 80 projects in Bangladesh, Brazil, Burkina Faso, the Democratic Republic of Congo, Eritrea, Ethiopia, Kenya, Malawi, Mozambique, Uganda and Zambia funded by a variety of institutional and private donors including the European Union, Irish Aid and World Food Programme. In 2020, we supported close to eight million people in rural communities across sub-Saharan Africa, Brazil and Bangladesh.

Organization: Self Help Africa – Ethiopia

Location: Addis Ababa, Ethiopia

Department: Administration

Reports to: Head of Finance & Administration

Contract type: Two-year Fixed Term – 37.5 hours p/week

Job Purpose:

Under direct supervision of the Head of finance and administration, the Procurement Officer is responsible for the management of all procurements and assist with processing service contracts, leases and rental agreements and supporting project training, workshops and meetings and fixed asset and stores management as per SHA policy and procedure.

Key Responsibilities:

Procurement

• Preparation, coordination and implementation of consolidated annual procurement
• Plans and ensure user departments adhere to it in line with approved budgets.
• Formulate the Value for Money (VFM) framework to inform the organization procurement is in line with donor and internal rules
• Preparation of Request for proposal documents
• Coordinate the receipt, opening and evaluation of quotations, tenders, or proposals for goods, services or works.
• Preparation and management of contracts in liaison with the HOFA for its legality and ensure proper authorization in accordance with SHA policies.
• Monthly procurement planning, ensuring project managers adhere to procurement plans in line with budgets;
• Ensuring Preferred supplier lists are in place and due diligence performed;
• Ensuring timely, efficient and effective procurement of goods, services and works, while strictly adhering to the procurement policy;
• Establishing in liaison with the relevant projects and end-users, quality specifications of goods and services required by SHA;
• Carrying out designated checks on quality and security aspects of procurement;
• Managing the disposal of obsolete and disposable items with authorization from the HQ.
• Secretary to the Bid Evaluation Committee; collate and present procurement documentation to the relevant Tender committee for adjudication and award;
• Administration and documentation on Salesforce for Tenders and Negotiated Procedures
• Prepare supplier’s contracts and purchase orders and submit for approval;
• Maintain files and records for all procurement processes, tenders, procurement evaluations, contracts, purchase orders and all correspondences relating to the procurements on Salesforce and Box;
• Submit procurement documents, contracts and CBAs for payment processing on Salesforce;
• Responsible for asset tagging and recording on Salesforce
• Facilitate the annual procurement audit, fixed asset count and other internal, donor or statutory audits and procurement or asset reviews.
• Facilitate insurance cover for all assets and equipment for SHA.
• Recommend any changes that would strengthen the integrity of procurement and fixed asset management
• Report compliance to internal and donor policies
• Provide regular training and support to colleagues on procurement and associated policies to Ensure all relevant staff members are aware of their responsibilities
• Ad-hoc tasks that may arise

Administrative:

• Responsible for purchase requests internally or externally, as requested by concerned departments;
• Responsible for establishing inventory management system of the organization with the support of Finance Department;
• Suggests the disposal of fixed assets with sound justifications;
• Collects all Goods Receiving Reports, Store Requisitions Issue Vouchers, Waybills, & Other related documents from the store and files in numerical sequence in a separate box file;
• Ensuring all necessary paperwork is scanned and saved to Salesforce and/or Box
• Checks and verifies the accuracy of all documents and other relevant supporting documents prior to processing the records;
• Calculates unit cost fills the price of each item in the Goods Receiving Report and update stock cards;
• Selects at random some of the stock cards and checks against the bin cards counting the items at the same time. 
• Responsible for reporting the outcome, and if there are any discrepancies in any of the item, investigates and effects adjustment after proper management approval;
• Prepares and submits quarterly fixed asset and inventory reports to the immediate supervisor;
• Responsible for maintaining fixed asset register on Salesforce
• Responsible for maintaining inventory of furniture, fittings, equipment, etc. for both the office, residence and rented houses;
• Conducts annual inventory of all line items;
• Perform any other assigned tasks by the HoFA

Key Relationships

Internal

• Country Director
• Head of Programs
• Head of Finance & Administration
• HQ Compliance and procurement and logistics focal point, HQ ICT, HQ Internal Audit

External

• External Stakeholders
• Government Departments, banks, external auditors

Knowledge and Experience

• Ability to handle and care for sensitive matters
• Ability to communicate both in Amharic and English in writing and speaking
• Knowledge of appropriate computer software to handle the task
• At least 7 years of experience in relevant posts, of which 5 are in similar positions preferably in the NGO environment

Qualifications/Other Requirements:

• BA Degree in management, purchasing and supplies management or public administration

Role Competencies

• Demonstrate flexibility in the face of change
• Attention to detail in review and planning
• Ability to manage multiple priorities without loss of composure
• Determines the appropriate allocation of time
• Interact professionally with clients and colleagues
• Properly responds to requests with accuracy and courtesy
• Work as a competent member of the team, willingly providing backup support for co-workers when required
• Demonstrate the ability to foresee problems and prevent them by taking action
• Proficiency in using standard office equipment such as computers, fax, photocopier, scanner, etc.
• Exhibit sound judgment and the ability to make reasonable decisions in the absence of direction
• Refer problems to the appropriate person when necessary
• Work effectively without constant and direct supervision or guidance
• Proficiency in quickly adapting to new technology and easily acquiring new technical skills

How to apply

Please download the Application Form and fill it in. Then upload this along with your CV and a motivational letter HERE. (Clicking the link will bring you to the recruitment page)

Please note incomplete applications will not be considered for shortlisting.

Please note that Self Help Africa Ethiopia advocates for equal opportunity and does not require applicants to pay any fee at whatever stage of the recruitment and selection process. Canvassing will lead to automatic disqualification.

Self Help Africa is committed to the highest possible standards of openness, transparency, and accountability in all its affairs and is completely against fraud, bribery, and corruption. All employees are bound by a code of conduct, child protection and conflict of interest policies.

Any candidate offered a job with Self Help Africa will be expected to sign Self Help Africa’s Safeguarding Policies and Code of Conduct as an appendix to their contract of employment and agree to conduct themselves in accordance with the provisions of these documents.

Police vetting is required.

All applicants are encouraged to read through the following safeguarding policies as they make your applications:

1. Code of Conduct
2. Conflict of Interest
3. Child Protection

Women applicants are highly encouraged; Self Help Africa is an Equal Opportunities Employer