Job Summary

The purpose of the Senior Procurement Officer position is to plan, coordinate, source, and supervise the procurement services (for goods, services and works) of the Field Office (FO), ensuring provision of efficient, professional and high -quality goods and services.

The role is responsible and accountable for the implementation and monitoring of CARE procurement policies and procedures ensuring that all goods and services in the FO are sourced in a transparent, value for money and efficient manner in line with CARE International, donor and Government regulations. The post holder supports collaboration and coordination with HO and FO teams for effective performance of procurement officers under his/her supervision to ensure high quality and timely procurement.

S/he is the primary contact person for the relationship and partnership with suppliers and is required to oversee suppliers’ contract and performance management.

II. Responsibilities

Responsibility 1: Line Management (20%)

• Manage the development of unit work plans and cascade the same to individual work plans
• Ensure that APAAs (annual and semiannual) are completed in a timely manner and submitted to HR
• Ensure staff APPAs include KPIs around customer satisfaction and continuously monitor and measure progress against agreed KPIs
• Create a collaborative and conducive work environment for team members with the aim of strengthening team work and job satisfaction

Responsibility 2: Procurement Planning, Coordination, and Execution (30%)

• Participate in business needs assessment, supply market analysis and commercial risk assessments to inform procurement planning and sourcing decisions and to provide expert advice to contribute to decision making
• Participate in and coordinate sourcing activities to establish supply arrangements that meet business needs
• Consolidate FO annual procurement plan received from units (programs, program support) for timely, coordinated, and efficient/economic procurement
• Ensure effective use of consolidated plan for task assignment, sourcing decisions, coordination for bulk purchases, timely procurements for budget utilizations, etc…
• Ensure that all emergency related procurements are responded to in a timely and flexible manner, while in compliance with required standards and laws
• Assist in proactively identifying supply-based issues, to minimize risks, ensure continuity of supply, and utilize emerging vendors in the markets
• Ensure orders are accurately undertaken with the correct specification, quantity, qualities and delivery requirements
• Undertake the overall procurement functions of the head office; ensure consolidation and submission of weekly procurement reports to assist in timely and informed decision making, budget utilization and follow up for timely corrective actions
• Participate in periodic gap assessments for training needs and provide targeted capacity support to FO staff (program, program support)
• Participate in the continuous improvement to bring efficiency and effectiveness to the procurement function of the FO

Responsibility 3: Customers Service Excellence (15%)

• Manage the efficient flow of goods and services to projects for optimum project implementation
• Ensure that all procurements are completed within the set lead times
• Manage periodic customer satisfaction surveys. Ensure the follow up and roll out of survey feedbacks to process improvements and improved service delivery
• Participate in market analysis and put forward recommendations as to how commissioned goods and services can be met within budget
• Maintain effective networking/partnership with internal and external customers of the FO for improved service delivery
• Support staff from across the FO providing high level advice and guidance to build expertise in procurement, provide governance and improve procurement practice and outcomes

Responsibility 4: Suppliers Management (15%)

• Act as a point of contact between the FO and suppliers
• Support the identification of potential suppliers based on strategic plans, procurement plans, new proposals, project requirements, etc..
• Ensure procurement supplier records are timely and accurately set up and updated within People Soft/FGMS
• Coordinate the annual suppliers list review and management
• Develop and administer contract management plans; negotiate terms and conditions, changes and modifications through effective supplier relationships to deliver value for money procurement outcomes
• Monitor suppliers’ performance, ensure contract deliverables are met and that continuous supplier performance improvement is achieved
• Consolidate supplier performance feedback to inform subsequent engagement

Responsibility 5: CO Compliance/risk management (15%)

• Ensure detailed understanding and application of the procurement policy across the FO
• Ensure FO compliance with donor rules and regulations in procurement functions
• Closely support the Head of Operations in the preparedness and response to audits
• Implement strong procurement controls, identify procurement red flags, and support the implementation of internal and external audit corrective action plans
• Assist the Head of Operations in identifying, analyzing and reporting compliance risks in procurement processes
• Ensure all procurement activities are conducted in ethical manner and in compliance with CARE Code of Conducts

Responsibility 6: Other (5%)

• Participate in procurement committee for the FO
• Any other duties as deemed necessary by the Head of Operations in line with the responsibilities for this role 

Job Requirements

III. Qualifications

• Bachelor’s degree in relevant field (Business Administration, procurement / purchasing, logistics) or other related fields.
• 4 years of relevant experience with the first degree
• 3 years of relevant experience plus post graduate degree                
• Supervisory skill is mandatory
• NGO experience is a plus

Skills Required

• Basic managerial skills
• Technical and report writing skills
• Computer literate
• Fluent spoken and written English
• Good communication and interpersonal skills

CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives or partners.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks.

How to Apply

If you are interested to be part of our dynamic team, exciting work environment and contribute to CARE Ethiopia’s mission and vision, please send your CV (not more than 3 pages) and cover letter (not more than one page) through CLICK HERE

Note: Only short-listed candidates will be contacted. Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women. CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.