Job Description

IMMEDIATE INTERNAL/EXTERNAL

VACANCY ANNOUNCEMENT

Position: Senior, Procurement & Property Administration officer

Place of Work: Head Office

Opening Date: August 10, 2022

About the Organization:

VisionFund Micro Finance Institution (S.C) is an Institution established according to proclamation No. 40/96 to provide financial services to the productive poor in the rural and urban areas of Ethiopia. VisionFund is currently operating in four of the Regional States of the country. VisionFund MFI is currently looking for candidates for Senior, Procurement & Property Administration officer role. The successful candidates will have skills and experience that meet the following requirements:

1.   SPECIFIC DUTIES AND RESPONSIBILITIES

·      Support in preparation of annual procurement plan & property operating plan and, upon approval, implement them into actions.

·      Ensure the integrity and transparency of the procurement process and compliance with VF-MFI policies and procedures and take lead on any procurement process as required

·      Prepares bid documents, facilitates evaluation and comparison of bids and award of contract based on the procurement policy.

·      Prepare Purchase Order and agreements for successful bidder and ensure the terms and conditions are detailed and maintained.

·      Oversee anticipated purchasing actions including order requirements, specification development, solicitation of bids, assessing supplier capabilities and terms, negotiation of contracts, order placement and final contract(s) awarding

·      Identify and fully understand the details and conditions of the best procurement methods to be used for maximized competitive bidding process through pre-qualification exercise, i.e. Call for Expression of Interest or Request for Information. Launch of Request for Quotations, Requests for Proposals and Invitation to Bid inviting vendors to submit their quotations/prices or proposals based on the nature of the requirements and cost of procurement involved;

·      Prepare an updated supplier list, manage vendor relationships & keep records of all procurement transactions as relevant

·      Negotiate with external vendors to secure advantageous term

·      Draft framework agreements for suppliers, monitors and reviews progress of contractual agreements, coordinates renewal, as appropriate, prepare invoices for payment, and resolves any problems that arise;

·      Identify surplus, damaged & obsolete stock items/fixed assets and perform according to the disposal  manual

·      Continued follow up on supply/works/service delivery and submit supplier documents with relevant and necessary supporting paperwork to finance for payment on time.

·      Perform annual insurances renewal process and ensure VF-MFI has adequate cover for its employee & properties, record & report accident claims for insurance company, manage the claims issues and follow up the claims until settlements;

·      Ensure proper administration of new & existing buildings & foreclosure properties (title deed/ownership/rental agreement);

·      Ensure Proper management and efficient utilization of stores & follow-up with warehouse security safety and cleanliness, control the preparation of materials receiving notes and store issue vouchers

·      Monitor inventory stock and reconciliation, oversee management of office stores for supplies, equipment’s and furniture’s, ensure appropriate use of office supplies.

·      Perform a wide range of office support, for events, meeting & trainings contributing to the efficient and effective management of the administrative and procurement activities;

·      Prepare and submit monthly, quarterly and annual reports in a timely manner

·      Ensure competitiveness and achieve/obtain value for money in procurement & property management processes

·      Prepare tenants’ rent contracts, handling facilities signing process, and following up on monthly rental collection for acquired buildings.

·      Develop and implement a building management program including preventative maintenance and life-cycle requirements

·      Ensure prompt and effective complaints resolution

·      Conduct and document regular facilities inspections

Job Requirements

A) EDUCATION/TRAINING

·      BA Degree in Procurement & Supplies Management, Management, Business Administration or related.

B) EXPERIENCE:

·      6 years of relevant experience.

C) TECHNICAL AND OTHER SKILLS

·         Integrated knowledge and understanding of support services concepts,              practices, systems, and procedures;

·         Ability to interact and deal with people;

·         Planning, organizational, analytical and decision making skills;

·         Basic computer skills;

·         Good written and oral communication skills.

Terms of Employment: Permanent

Closing Date: August 16, 2022

How to Apply

Candidates who fulfill the above requirements can submit their application letter, updated curriculum vitae with names and addresses of up to 3 references via email: VFE_vacancy@wvi.org     

Note: -   Only short listed candidates will be contacted