Logistics and Procurement Officer / Addis Ababa Coordination Office – Ethiopia

Job Description:

Médecins du Monde is operating in Ethiopia since 1986 in different types of health projects from long-term interventions to emergency response.MEDECINS DU MONDE FRANCE (MDM) invites qualified candidates, to apply for the following Position:

Job Summary

Supporting the Logistics Coordinator with day-to-day tasks and activities and adequate logistics support to the Ethiopian mission / Coordination, the implementation of humanitarian program, in the respect of MDM procedures and donors’ requirements

• To research, negotiate, select products and suppliers according to technical, economic, quality and deadline specifications.

• To define and monitor contracts for purchasing related supplies, products, and services.

• To ensure missions are supplied through to final delivery according to the needs identified by the requesting services (French and international missions, headquarters) by applying negotiated agreements, or by seeking the optimum supplier in terms of price, quality, and service, in accordance with established procedures.

The main duties and responsibilities

The main responsibilities of the Logistics and Procurement Officer are:

Logistics  

• Support the Logistics manager on fleet, maintenance and repair, Watsan and compound management on the absence of Logistics manager

• Manage fixed assets in coordination and the mission

• Informs the Logistic manager / coordinator in case any abnormalities and problem encountered

• Manages logistics activities in capital office up on the request of Log manager / Coordinator

• Support in fixing, maintenance, and repairs in the capital office

Procurement

• Carries out the purchases linked to the purchase requests (MR) issued by the line manager and manages the administrative and accounting procedures related to purchasing.

• Assess the local market, seeks products and suppliers that offer the best value for money, and negotiates prices.

• Obtains different quotations from suppliers according to the MDM Purchasing policy and threshold

• Collects signatures form concerned managers/coordinators according to the threshold

• Place purchase orders to pre-selected suppliers with whom prices have been agreed.

• Request invoices or receipts, without delay, for all purchases, check they are correctly filled and translate information written in local language before approval.

• Open advances and settle them on time with the necessary supportive documents

• Track the status of any orders and update on time on their status

• Create and update a supplier contact list and a price list file

• Keep informed of the evolution of the market and of the offers of the suppliers

• Update information on purchase follow up for the mission and reconcile with the projects on regular bases and report monthly.

• Scan all purchase files and ensure an appropriate archiving in hard copies and on SharePoint

• Be transparent in all works he/she perform

• Follow the delivery schedule for goods as per instruction in the purchase contract are respected

• Ensure that all conditions agreed in the contract and/or Purchase Order have been met in terms of quality and quantity

Organize goods movements to the fields

• Treats all claims received requesters with Logistic Coordinator and other concerned department.

• Coordinate and resolve problem with end user departments and supplier in response to quality or quantity issues.

• Up on the request of Logistics coordinator conduct filed visit and on job training for field log teams

• Support in office works when requested by Logistics coordinator

• Perform any other activities delegated by the Logistics Coordinator

Importation and custom clearance

• Support the Logistic coordinator/Logistics manager in the process of customs clearance for in-coming international cargo

• Following up on arrivals of international cargos

• Following up on customs clearance procedures

• Following up on procedures for closing exportation/importation files

• Contacting the transit agent(s) and facilitate invoices for approval after authorization from the Logistics Coordinator

Duty station:   The Logistics and Procurement Officer will be based in Addis Ababa, Ethiopia

Employment Term:  6 months with possibility of extension, starting date July 1 2023

Employment Type:  Full time

Basic Salary: from 37,440.00 ETB

Transportation allowance   1,300.00/ ETB

Lunch allowance -  2,860.00/ ETB

Medical Coverage -   Up to 94,000.00 ETB / Year for employee and employee Family / husband and Children’s 

13 month salary / One month bonus salary / year

Reported to: The Logistics and Procurement Officer will be under the direct supervision of logistics Coordinator, also based in Addis Ababa.

Job Requirements:

Educational Qualification

•  BA Degree in Procurement, Supplies  Management, Logistics and Supply Chain Management, Purchasing

Work Experience

• At least 4years’ work experience with similar position in INGO

• Experience in working with international humanitarian organizations is a plus.

Skill

• Ability to use Microsoft Word, Excel and Power-Point Microsoft Office

• Choose procurement and transit rules, procedures and standards adapted to the professional situations encountered

• Identify and evaluate suppliers and service providers (delivery times, quality levels, compliance with negotiated conditions, etc.)

• Optimise order delivery routes

• Lead training sessions

• Study and analyse a market

• Negotiate with service providers, suppliers and various internal and external partners

• Be able to adapt behaviour to different audiences

• Identify and characterise products corresponding to the identified needs

• Draw up the specifications for a purchase request, a call for tenders to be communicated to potential suppliers

• Draft action plans and follow-up indicators and results in a given area

• Organize activities and objectives, distribute workload

• Flexibility, reactivity, anticipation, adaptability.

• Strong organizational  and team work skills  in emergency situations and autonomous in daily operations

• Good communication and interpersonal skills, including negotiation and conflict resolution skills

• Ability to work under pressure and with limited supervision.

• Being available within short period will be considered.

• Female’s candidates are highly encouraged to apply.

 Languages

• Fluent in English language (speaking, writing, reading and lessening) is mandatory.

How To Apply

Interested applicants are required to fill the application form at the following link https://forms.gle/XiDDwtBpox1kfk7h8 (Note: All the information that provided in this form is true and accurate) and submit your CV with cover letter through mdmrecruitment2023@gmail.com with the subject Logistics and procurement Officer / Addis Ababa Coordination

NB: Please notice that if you have not heard from MdM within 15 days of the submission date of the deadline, you should presume you were not short listed for this position. Only shortlisted candidates shall be contacted. However, MdM thanks you for your interest and encourages you to apply for other openings where your skills and experience match.

Deadline: 07.07.2023