FH Heartbeat

At Food for the Hungry, we operate under a set of guiding principles we call “The Heartbeat.” This includes our Values, Vision and Purpose, which serve as the explanation of who we are and how we work as an organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty. FH Ethiopia would like to invite potential candidates to apply on the following position.

Position:                                            Procurement Coordinator

Number of Position:                       One

Duty Station:                                    Addis Ababa

Duration of Contract:                     One-year contract, (Renewable with 60 working days probation)

Closing date:                                    May 6, 2023

 Job Summary

Under the direct supervision of the Senior Operations Manager, the Procurement Coordinator will take a leadership role in executing effective and efficient procurement, ensuring values and competencies in maintaining transparency, integrity and compliance with established rules and regulations of FH-Ethiopia and the respective donor regulations.

The position will contribute to developing and delivering a leading Sustainable Procurement approach and improving general procurement practices.

This position will also be responsible for leading the development and implementation of key procurement strategies that include the creation and evaluation of formal request for proposals, negotiating contracts, supplier relationship management and seeking out new opportunities to support FHE-Ethiopia’s plans.

Principal Responsibilities

1. Procurement Management & Support

●      Manage the entire process in the planning of procurement activities, ensuring effectively-functioning processes to avoid costly delays based on projects’ procurement plans;

●      Keep effective lines of communication between the Project/Program Managers and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the FH Ethiopia procurement procedures and guidelines;

●      Lead full compliance of procurement activities with the FH Ethiopia Procurement Manual and Donor’s Regulations;

●      Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements;

●      Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business monitoring and improvements in systems and processes;

●      Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractor’s performance evaluation and risk assessment; this will include preparation of appropriate procurement documentation leading to the approval of Purchase Orders and contracts;

●      Review quarterly procurement status report for all purchases and share the Report with the Operations Manager and Project Managers;

●      Review procurement guidelines and manuals to streamline, standardize and improve integrity of procurement processes including e-procurement;

●      Provides specialist advice, guidance and service on best procurement practice to staff; and builds the capacity of FH Ethiopia in procurement risks-based identification, assessment and management;

●      Supports project managers in developing realistic procurement budgets and advises on market changes in prices of regular products;

●      Undertakes regular spend, supply markets and savings analysis;

●      Produce regular reports on procurement performance and performs in-depth analysis including spend analysis, procurement lead times, savings secured and wastage analysis;

●      Provides technical support on matters relating to procurement in accordance with statutory requirements and procedures;

●      Undertake market research and surveys on a regular basis;

●      Prepares tender documents and ensures effective tendering process management including planning, strategic sourcing and category management, risk management, and project management.

2. Supplier Management:

●      Manages key supplier relationships and third-party service providers to deliver breakthrough performance in cost, service and quality, including technical input to negotiations on strategically significant contracts;

●      Develops, maintains and manages a supplier base that serves the procurement needs of FHE-Ethiopia, develops and implements strategies to evaluate and improve Supplier performance in terms of on time delivery, quality specifications, waste and cost reductions;

●      Lead on procurement related negotiations with suppliers to ensure savings are achieved, and value for money and efficiencies are secured for FH Ethiopia.

●      Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement;

●      Monitor and report on the performance of selected vendors to ensure timely delivery in line with contractual obligations and performance metrics and ensure deactivation/blacklisting of non performing vendors or vendors that deliver substandard goods;

●      Manage outward communication to vendors to facilitate understanding and awareness of organizational strategic direction, changes and challenges;

●      Manage the interaction between vendors and internal teams to provide adequate visibility of interdependent initiatives and program activities;

●      Liaise with procurement vendors to review, report on and revise contractual agreements as necessary;

●      Monitor initiation of vendor enlistment process; review checklist, vendor evaluation, vendor documentation for vendor selection processes and maintain updated Approved Vendor List (AVL)

●      Work on prequalification of suppliers for different categories of goods, services and works.

●      Ensure enterprise-wide needs for due diligence, risk assessment and continuous vendor monitoring are being accomplished;

●      Tracking, measurement, reporting and evaluation of vendor performance and ensure yearly vendor deactivation and/or delisting process;

●      Ensure debarment checks are done for all Vendors and Consultants;

●      Troubleshoot all vendor problems and present to management as required.

3. Leadership and People Management

●      Provides leadership to the procurement staff across the Organization.

●      Liaises with HR in carrying out staff training needs assessments and recommends training programs to address performance gaps.

●      Maintains staff discipline and ensures effective handling of staff grievances in consultation with HR unit;

●      Perform any other duties as may be assigned.

Safeguarding Policy

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

Gender Responsibility

⮚        Provide adequate time to staff to participate in gender sensitivity workshops and related events.

⮚        Through observation, interviews, and spot-checks, ensure that the staff planning process is gender sensitive.

⮚        Build a better gender balance in staffing through affirmative action.

⮚        Observe if women staff are as involved as men in high-profile activities such as interaction with visitors and chairing meetings, and take corrective action if warranted.

⮚        Encourage female staff to participate in external networks (local and regional), as well as seminars and cross visits.

Facilitate open and regular discussions with staff on about the work environment, policies, and values convenient to gender issue

Safety & Security Responsibility

⮚        Encourages compliance of Safety and Security principles and policies of the organization by all staffs;

⮚        Visiting project Offices and operational areas periodically to meet staff and making sure that all staff members are aware of the safety and security procedures;

⮚        Explains to staffs the reasoning behind the organization’s safety and security policies and procedures;

⮚        Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members.  If possible, he/she should conduct briefing and training sessions himself/herself;

Job Requirements

Job Level Specifications

⮚ Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.

⮚ Practical experience in using a wide range of accounting software including MS Dynamics, MS-Word and MS-Excel and other applications.

⮚ Proven expertise with USAID/UN/OFDA rules and regulation on Procurement and Financial Management

⮚ Excellent organizational skills; ability to plan and coordinate work, ensure the efficient flow of projects and processes.

⮚ Strong people management skills / interpersonal skills with the ability to motivate, teach and mentor staff and volunteers.

⮚ Comfortable and persuasive when speaking before both large and small groups.

⮚  Ability to interact positively with all levels of the organization and across organizational and cultural boundaries.

⮚ Project Management and projects procurement skills

⮚ Tender management and sourcing skills

⮚  Negotiation Skills.

⮚ Analytical and interpretative problem solving skills,

⮚ High personal integrity and good work ethics

⮚ Excellent Leadership and management skills

⮚ Excellent knowledge of procurement & Disposal policies and procedures

⮚ Demonstrated ability to conceptualize, plan and implement strategic initiatives within the context of conservation, natural resource management, international development, and/or other related fields.

Education/Certifications

• BA or Masters Degree in Business or any other relevant subject from any recognized university, advantages for candidates with INGO Supply Chain Management certifications.

• Relevant professional qualification in Procurement and or Supply Chain Management (CIPS qualification or equivalent is preferred) experience. 

Experience

• 5 years’ experience with at least 3 years’ at management level in driving a procurement function with projects procurement and contract management.

• Procurement experience with responsibility for delivering procurement benefits including value for money.

• Demonstrated experience in financial budgeting and strategy; business evaluation and advice, risk management and corporate governance, managed statutory requirements.

Distinguishing Competencies

⮚        Specialized training, certification and experience related to procurement (i.e Procurement Planning and Execution).

⮚        Knowledge on local procurement policy, logistics and supply chain management.

⮚        Must have good coordination, negotiation, persuasion, critical thinking and time management skills.

⮚        Good interpersonal and communication (both written and verbal) skills.

⮚        Relevant knowledge of procurement regulations and policies and procedures for major donor ‐ funded programs like USAID.

⮚        Analytical skills and ability to undertake complex analysis and price comparisons of multiple vendor quotes/bids required;

⮚        Competency and experience with spreadsheets required.

⮚        Ability to prepare procurement reports providing periodic status updates as necessary.

Competent in Microsoft Office applications, strongly in MS Word and MS Excel.

Language

• Proficiency in spoken and written English and Amharic required; 

How to Apply

Women Candidates are highly encouraged to apply

Competent candidates can submit ONLY their application and CV to: recruitment_fhe@fh.org 

Candidates MUST refer the position title “Procurement Coordinator” on the subject line of their email and applications.