Summary Scope of Work

The Procurement Officer will perform over all procurement activities to Jhpiego Ethiopia. S/he will implement and maintain sound procurement system following the organization’s procurement policy and procedure to ensure the integrity, smooth running and effective performance of Jhpiego Ethiopia Office.

Reporting Structure

• Position Reports To:  Administration Manager

• Position Supervised:  None

Responsibilities (include Leadership, Business Development, and Knowledge Management)

All staff members of Jhpiego, regardless of the level of their responsibilities are expected to:

• Model the mission and values stated above.

• Actively participate in the business development process.

• Actively participate in the knowledge sharing and transfer process.

• Make responsible decisions that result in both time and cost containment.

Duties and Responsibilities

• Ensure all steps involved in procurement process are completed -  distribution of quotation requests, collection of proforma invoices, analysis of bids, preparation and delivery of Purchase Orders, collection of goods, obtaining Goods Receiving Note’s, and final submission of GRNs and receipts to Finance.

• Prepare and compile bid documents for review by the purchasing committee, and assist in setting selection criteria.

• Prepare bid analysis and recommend the best offer as per selection criterion set in discussion with the purchasing committee.

• Ensures purchase requests (PR’s) are adequately specific and complete.

• Check quality and availability of requested items and collect proforma accordingly.

• Ensure that requests for quotations, bid analysis, Basic Vendor Selection (BVS), Purchase Order, etc. are prepared according to Jhpiego Ethiopia’s procurement standards.

• Maintaining an up-to-date prequalified vendor lists e.g. stationery, hardware, tools, furniture, equipment etc. and make it available upon request.

• Ensuring all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order

• Work with Finance Unit to process settlement of all invoices received from vendors.

• Ensure that itemized documentations (copy of vouchers, invoices, receipts, purchase requests, purchase order log, receiving notes, etc.) are established and maintained for each purpose.

• Conducting miscellaneous office purchases from purchases advance and reimburse on time.

• Tracking in-coming shipments of ordered goods, reviewing completeness and accuracy of shipping and confirming timely arrival of the right quantity and quality of delivered consignments;

• Maintain records of shipping and receiving documentation.

• Coordinate vendor performance management review using Jhpiego’s tools and evaluation criteria;

• Preparing and providing a weekly and monthly purchase status report

• Clear any shipments from customs or any other government body in collaboration with Jhpiego Ethiopia appropriate staff.

• Keep documentation related to procurement of duty-free and services including follow up of exemptions and other official documents.

• Preparing purchase estimation for the preferred vendor selection process and follow up on preferred vendor contract

• Ensuring of the reconciliation of open Purchase Order on monthly basis  

• Maintaining good relationship with the supplier and negotiating contract

• Complies with the Jhpiego procurement procedures and regulations

• Perform any other related duties as assigned by immediate supervisor. 

Required Skills & Abilities: 

• Excellent communication and interpersonal skills to work in a multi-disciplinary team setup; ability to establish and maintain effective working relationships

• Self-management is necessary (i.e. motivation, dealing with pressure, adaptability), as is the ability to project a professional, consistent image. .

• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform

• Ability to work proactively, organize and manage own work and assist others to do the same

Job Requirements

Required Skills & Abilities: 

• Excellent communication and interpersonal skills to work in a multi-disciplinary team setup; ability to establish and maintain effective working relationships

• Self-management is necessary (i.e. motivation, dealing with pressure, adaptability), as is the ability to project a professional, consistent image. .

• Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform

• Ability to work proactively, organize and manage own work and assist others to do the same

Education & Qualifications:

• B.A. degree in purchasing and supplies management or Procurement /Logistics or related field.

• At least five years of practical commensurate experience in positions of increasing responsibilities with Procurement, clearing from customs and purchasing.

• Experience with US government-funded NGO a plus;

• Computer literacy and ability to use all programs in Word Office Suite,

• Knowledge of procurement and administrative systems

• Excellent management, supervision/mentoring and organizational skills

• Ability to travel within Ethiopia occasionally

• Language Requirement: (Fluent) Speaking/Reading English and Amharic is required

How to Apply

Applicant are expected to STRICTLY follow the below listed application procedures: 

1. Only qualified and interested applicants can submit application letter and well written curriculum vitae saved in one complied PDF format.

2. Applicants are required to state their current and expected basic salary in their application letter (mandatory).

3. Applicants must make sure their application document is saved by their full name in PDF format.

4. CREDENTIALS OR WORK CERTIFICATES MUST NOT BE SUBMITTED.

5. The job position being applied for must be explicitly stated in the application letter.

6. Applicants must use this E-mail HREthiopia@jhpiego.org to submit applications and make sure to state the job position title applying for in the subject line.

7. Applications not fulfilling the requirements stated above will automatically be rejected. 

Equal Opportunity Employer

Jhpiego offers competitive salaries and a comprehensive employee benefits package. The winning candidate is expected to start within short period after finalization of the recruitment process. 

The deadline for applications is October 30, 2022.