The Procurement Coordinator-International procurement and customs clearing is accountable for ensuring the overall international procurement and services related activities end to end including the liaising with different government offices to secure import permit, duty free permit and customs clearance related activities. Besides, the position holder is expected to support on liaising of government offices to expedite airlifting and document clearance related tasks in emergency response related situations.

SCOPE OF ROLE:

Reports to:  Procurement Manager Buying

Staff directly reporting to this post: None 

KEY AREAS OF ACCOUNTABILITY:

    Liaison;

• Facilitate logistical matters that relates with the Ethiopia Agency Civil Society Organization (ACSO), Ministry of Health, Ministry of Finance and Economic Cooperation, National Disaster Risk Management Commission( NDRMC) which include but not limited to

• Facilitate duty privilege supporting letter for internationally procured supplies.

• Request plating license number support letter from (ASCO).

• Airlifting, and document clearance in Emergency and humanitarian response related activities

Import/Customs Clearance;

•  Facilitate import permits for specialized items and supplies with the respective ministry offices.

• Coordinate and Facilitate customs clearance of goods imported from abroad, and inspect goods with Technical person on arrival that they meet specifications and packaging requirements as set out in the Purchase order.

• Ensure proper documentation, including tax exemptions, are processed for all international and national purchases.

•   For goods being dispatched directly from the supply, carry delivery inspection at the Suppliers location during load on to transport

• Liaise with procurement team on incoming goods to determine and plan clearance, and transport needs.

• Communicate and facilitate with custom clearance agents for any imported items.

•   Inspect goods on arrival at customs and cargo as per the packing list.

• Prepare CPO for Customs, Ethiopian Airlines Cargo Section, ICAS and payments for agents.

•   Collect GRN from warehouse for imported items and send to RPU to effect payments.

• Prepare regular international procurement and liaising related activities summarized update and share to stakeholders

International procurement;

• Initiate purchase request for international Request and send to regional office.

• prepare Bid Analysis for international requests

• Preparation of final IR and send to regional office.

• Receive all necessary documents from the supplier and regional office.

• Request import permit for newly purchased vehicles and motor bikes from Road transport

• Communicate and liaise with USAID and other donors with duty free vehicles and motor bikes.

•   Submit the compiled document to freight Forwarder and follow up the process.

• Update both the International/National Procurement Tracker on daily basis.

• Share IR tracker to the Procurement manager on monthly bases.

Local Procurement/Purchasing;

•   Ensure that all procurements assigned to the coordinator are facilitated in a professional manner and following SCI Supply Chain and financial guidelines as well as donor rules and regulations.  

• Ensure that all procurement of services is carried out with the objective of obtaining the best value for money and the best possible service to the requester

  • Ensure that all consultancy and audit services are carried out as per the agreed time line and manage effectively the contracts

  • Work in close cooperation with the Finance Department to ensure full audit compliance of all procurement activities and to guarantee total transparency and accountability

  • Facilitate service provider payment processes and documentations for audit trails.

  •   Ensure that all service procurement is procured and delivered in accordance with timescales set and agreed with the requesting departments/projects.

  • Ensure appropriate documentation, tracking and filing of all procurement activities by following standard procedures and guidelines of SCI to ensure traceability of all documents and expenses

  • Establish and maintain excellent communication links between Addis and all field offices to ensure appropriate and regular information flow on all requests received as well as to ensure that the requesters get the right items, at the right time and at the right place

  • SKILLS AND BEHAVIOURS (our Values in Practice)

    Accountability:

    • Holds self accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values

    •   Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved

    Ambition:

    • Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same

    • Widely shares their personal vision for Save the Children, engages and motivates others

    •   Future orientated, thinks strategically

    Collaboration:

    •   Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters

    • Values diversity, sees it as a source of competitive strength

    •    Approachable, good listener, easy to talk to

    Creativity:

    •  Develops and encourages new and innovative solutions

    • Willing to take disciplined risks

    ·    Integrity:

    Honest, encourages openness and transparency

  • TEAM/PROGRAMME: Programme Operations/Supply Chain

  Child Safeguarding:

  Level 3 - the responsibilities of the post may require the post holder to have regular contact with or access to children or young people

Job Requirements

QUALIFICATIONS AND EXPERIENCE

•  BA degree in purchasing and supplies management, Business Management, Management and Accounting

• At least 5 years of experience working in supplies, procurement, Supply chain functions.

• Sound experience on customs rules and regulations and INCOTERM.

• Custom Clearing  Certificate is an added asset

• Working experience in custom clearing service

• Good interpersonal skills,

• Good written and spoken English

• Knowledge of computer word processing, access and excel

• Proven experience working in a team.

•   Commitment to and understanding of Save the Children’s International aims, values and principles.

Desirable

•  3rd grade driving license with driving experience

•    Experience working in INGOs is an added advantage

• KEY COMPETENCIES

  Generic Competencies

  ·      Child Rights: Promotes an enabling environment for participation, and accountability to children

  ·      Be the Innovator: Promotes innovation to find new and better approaches to driving progress for children

  Deliver Results at Scale: Promotes a clear focus on impact in a project and programme design, management, and oversight

  Generic Competencies

  • Being the Voice of Children: Promotes evidence-based policy and public engagement that includes the voices of children and their communities

  • Advancing Equality & Inclusion: Displays a commitment to ensuring everything we do considers the most deprived and marginalised children and adolescent

  • Building & Strengthening Partnerships: Promotes working with diverse partners as critical to delivery

  • Child Rights: Promotes the rights of children in own work and in work with colleagues and peers,

  Additional job responsibilities

  The duties and responsibilities as set out above are not exhaustive and the role holder may be required to carry out additional duties within reasonableness of their level of skills and experience

  Equal Opportunities

  The role holder is required to carry out the duties in accordance with SCI’s global Diversity, Equity and Inclusion and Gender Equality Policies, supported by relevant procedures.

  Child Safeguarding:

  We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

  Safeguarding our Staff:

  The post holder is required to carry out the duties in accordance with the SCI anti-harassment policy.

  Health and Safety

  The role holder is required to carry out the duties in accordance with SC Health and Safety policies and procedures.

  We offer a competitive package in the context of the sector. The duty station of the position holder will be in Addis Ababa This role is offered on the basis of national terms and conditions only.

  The Organization
  We employ approximately 25,000 people across the globe and work on the ground in over 100 countries to help children affected by crises, or those that need better healthcare, education and child protection. We also campaign and advocate at the highest levels to realize the right of children and to ensure their voices are heard.
  
  We are working towards three breakthroughs in how the world treats children by 2030:
  • No child dies from preventable causes before their 5th birthday
  • All children learn from a quality basic education and that,
  • Violence against children is no longer tolerated
  
  We know that great people make a great organization, and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career, along with a collaborative and inclusive environment where ambition, creativity, and integrity are highly valued.

How to Apply

Register using the following LINK

Application Information

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations. A copy of the full role profile can be found at THISLINK

We need to keep children safe so our selection process, which includes rigorous background checks, reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.