The Organization

Splash is an international charitable organization headquartered in Seattle, WA, founded in 2007. Our mission is simple: “We clean water for kids.” In 14 years, we have reached over 700,000 children in cities around the world. In 2019, we embarked on an exciting, five-year initiative, Project WISE, (WASH in Schools for Everyone), to reach every government school in Addis Ababa, Ethiopia, and Kolkata, India with improved water, sanitation, and hygiene (WASH) infrastructure, WASH behavior change programs and strengthened school-based menstrual health programs. This project will benefit 800,000 children by 2023.

Our core values guide everything we do including every hiring decision we make.  They are:

• People - People first. People second. People third. 

• Quality - Beautiful products that function and last. 

• Honesty - No drama, no surprises, no BS.  

• Joy - Kids at heart, seeing potential everywhere. 

• Mistakes - Make them don’t repeat them. 

Splash values the unique skills and experiences each individual brings to the organization and we are committed to creating and maintaining an inclusive and accessible environment for everyone. We provide equal employment opportunities to all employees and qualified applicants for employment. To learn more, please visit www.splash.org. 

Duty Station

This position is based in Addis Ababa, Ethiopia.

Position Overview

The Procurement Coordinator(Maternity Cover) is a procurement professional who is passionate about Splash’s mission and has an enthusiasm for bringing in value for money in programs and operations to maximize impact by saving costs and getting best quality of goods and services in all local and international procurement activities.

The Procurement Coordinator(Maternity Cover) is accountable for procuring goods, services, and equipment ensuring the requirements are met and delivered in accordance with the need by dates set and agreed as per Splash and donors’ policies and procedures. The Procurement Coordinator is responsible for providing all procurement support requested by the programs and operations as well as handling and maintaining audit-compliant documents and filing.

The Procurement Coordinator reports directly to the Senior Finance Manager.

Key Accountabilities and Responsibilities

Support to Effective Project Management

• Involves as part of proposal development team by supporting the development of procurement plans for proposals.

• Ensures phasing of activities and budgeting is realistic as per sourcing and distribution plan.

• Provides timely information on procurement trackers before donor reporting so costs for goods received but not paid for can be accrued to minimize budget underspending.

• Supports closure of projects and ensures final supplier invoices received and processed on time.

 Procurement Plan

Works closely with programs and operations teams in the development of a procurement plan to capture forecast of goods and services of programs and operations need to be procured, including quantities and when they are needed over a specified future period and support the process by:

• Providing available price lists for common goods & services

• Collecting, organizing, and analyzing market data and provide information to enable effective procurement planning.

• Implementing procurement plans and producing trackers against plans.

Sourcing and Purchasing

• Ensure and support the accurate development of procurement specifications.

• Ensure that all supplies and services requisitions are facilitated in a professional manner and following the procurement and financial guidelines of Splash International Ethiopia.

• Initiate the procurement processes as per the procurement matrix, based on threshold of the total value of procurement.

• ·Initiate and process Request for quotations (RFQ), Request for proposals (RFP), and tenders as per TORs &/or bid documents.

• Notify and certify procurement committee members and participate in meetings and evaluations.

• Organize committee meetings, Comparative Bid Analysis (CBA), and timely minutes preparation.

• Make sure 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 procurement procedures are carried out in line with Splash’s policies and procurement procedures and Ethiopia’s legal (e.g., CSO rules and regulations) requirements.

• Ensure donor procurement policies, guidelines and specific requirements are strictly met.

• Ensure that goods and supplies are procured and delivered to the warehouses in line with the quantity, quality and specification stated in the Purchase Requisitions/Purchase Order or Contracts.

• Ensure all department requests for each month is consolidated and delivered as per the required delivery timeline providing regular updates, coordination, and communication.

• To establish and maintain good contacts with suppliers, service providers, government offices, and other NGOs regarding procurement matters.

• Carry out market surveys and maintain an up-to-date database of suppliers.

• Provide support to the storekeeper in handling supplies and stocks where possible.

• Ensure timely sharing of solicitation documents with the suppliers and do efficient follow up for timely bid return.

•  Timely organization of bid opening and ensure to finalize minutes of the bid / committee consensus on time.

•  Ensure to meeting procurement reporting requirement on a weekly and monthly basis.

•  Preparing weekly procurement tracker and share with all relevant budget holders.

•  Responsible for supplier mapping and quarterly market price update to ensure market dynamics is met.

•  Responsible for contract management of Addis Ababa and regional/field offices transferred procurement regarding payments of the contractors by keeping proper records for payment.

• Initiate and support the selection, contracting, and management of preferred suppliers and FWAs for repetitive goods and services such as: - construction materials, operations supply (stationary, printing material, vehicles and their spare parts, generators and their spare parts, IT equipment, fuel, etc.) and services (freight, fleet/generator maintenance/repair services, hotels, conference facilities, flights, insurance, IT support, etc.)

• Lead &/or support suppliers/service providers engagements and communications.

Assets Management

• Make sure a distribution plan is available for all purchase requisitions when they are submitted.

• Supports the development of asset disposal plan and handing over of assets

Construction

• Ensure documentation such as drawings, BoQ (bill of quantities), and specifications that are created by WASH Construction/Infrastructure team before going through the sourcing (bidding process)

• Make sure that all construction procurement should use the sourcing best practice costing/CBA as a starting point and adapt to specific construction needs.

• Implementation of the relevant procurement plans based on available Bill of Quantities (BoQs) and delivery including follow-up and reporting throughout the various stages of the construction.

• Maintain the contract management database and keep updated records of the progress of each construction project for further reporting purposes.

• Support the Construction Team in ensuring that contract values are within the available budget limit and keep record of payables (retentions) and receivables (advances) and inform stakeholders timely for release and/or recovery.

Customs clearance

• Ensure timely preparation of tax exemption requests and transit approvals for quick release of shipment from the sea, ports, and airports.

• Ensure tax exemption paperwork and clearance permits are fully filed for future reference.

• Continuously liaise with national and international shipping and customs clearing agents for timely transport and delivery of imported goods.

•  Follow up with DHL for original shipment documentation in preparation for tax exemption requests.

Safeguarding

Ensures compliance of Splash’s safeguarding policy and procedures when goods and services are supplied, stored, transported, and distributed. This includes supplier and service providers training, user-friendly reading materials preparation and continuous follow-up to ensure compliance.

Job Requirements

Ideal Candidate

• A deep commitment to the overall mission of the organization, its programs, and approach consistent with Splash’s values.

• Proven sense of professional competence, integrity, and ability to manage complex procurement collaboratively.

• Experienced in managing multiple (at times conflicting) priorities in a well-organized manner and by working at a fast pace.

• Excellent interpersonal and negotiation skills and teamwork in a cross-cultural context.

• Ability to establish positive working relationships.

• 3+ years of experience as Supply Chain/Procurement Coordinator

• Master’s Degree in Supply Chain/Logistics, Procurement preferred but a bachelor’s degree with compensating experience will also be considered.

• Solid technology skills including proficiency in MS Office and some familiarity with cloud-based software.

• Professional level of verbal and written fluency in English and Amharic

• Analytical ability in creating efficient procurement systems while adhering to organizations, donors, and Ethiopia legal procurement requirements.

How to Apply

Please click the apply button or this link to apply