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

ROLE PURPOSE:

The Procurement Officer is accountable for ensuring the overall programme procurement and supplies are met and delivered in accordance with timescales set and agreed with programme staff and SC systems, polices, and procedures.

SCOPE OF ROLE:

Reports to:  Senior Procurement Manager

Staff directly reporting to this post: None 

KEY AREAS OF ACCOUNTABILITY:

• Ensure that all supplies requests from the programs are facilitated in a professional manner and following the logistics and financial guidelines of SC Ethiopia.

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

• Ensure that goods and supplies are procured and delivered to the warehouses in line with the quantity, quality and specification stated in the Purchase requests 

•  Ensure that all procured items are delivered to the warehouses and proper warehouse documents are issued

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

• Conduct regular market analysis of SC required items and provide quarterly reports to the Procurement Coordinator

• Facilitate suppliers’ payment processes and documentations for audit trails

•   Ensure the effective and efficient use of SC resources in order to obtain the best value for money in the best interest of the organisation.

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

• Facilitate computer and assets and property repair/s maintenance services with agreed maintenance service providers

•   Facilitate logistical matters that relates with the Ethiopia Agency Civil Society Organization (EASCO) which includes but not limited to; Facilitate duty privilege supporting letter for internationally procured supplies.

•   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

• Communicate with warehouse and program team on incoming goods to determine and plan receiving, and transport needs.

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

•  Work actively in pro save in the requests prepare RFP and work on sourcing and buying activities  and effectively communicate with the budget holder and finance to effect payments on time 

•  Collect GRN from warehouse on time for expenditure to be captured on time .

• 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

  • Ensure appropriate monthly reporting on all procurement activities based on the requirements defined by the Procurement coordinator.

  •  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

  • Comply with all relevant Save the Children policies and procedures with respect to child protection, health and safety, security, equal opportunities and other relevant policies. 

  • 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

Job Requirements

QUALIFICATIONS AND EXPERIENCE

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

• At least 2 years of experience working in supplies, procurement, Supply chain functions.

• 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 NGOs 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 THIS LINK

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 THIS LINK

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.