DUTIES AND ESSENTIAL JOB FUNCTIONS

• Plans, organizes, directs, and controls the work activities of the school procurement section

• Coordinates activities by scheduling work assignments, setting priorities and directing the work of subordinate employees.

• Identifies staff development and training needs and ensures that training is obtained.

• Maintains records, prepares reports, and composes correspondence relative to the work.

• Selects, administers, and documents progressive and corrective disciplinary measures.

• Supervise & coordinate the activities of procurement section personnel with direct responsibility to procurement & contracts management.

• Collaborate with academic and administrative departments to identify procurement needs to be incorporated in the school’s procurement plans

• Prepare annual school wide procurement plan for operational and capital procurements and follow up its implementation.

• Coordinate with user departments and technical personnel in the development & documentation of product & service specifications.

• Ensure efficiency of school’s procurement/sourcing strategies by conducting periodic supply market assessment.

•  Maintain good supplier relations through regular communication, prompt settlement of supplier payments, and addressing any issues of supplier concerns

• Maintain and update supplier information such as qualifications, delivery times, product ranges, etc including overseas discounted supplier list.

• Oversee the development of Terms of References (TOR) and Request for Proposals (RFP) in coordination with concerned departments.

• Conduct Procurement Tenders for construction works, architectural services, consultancy & outsourced services etc by following clear audit trail based on school policy & procedure.

• Conduct contract negotiations, contract writing and contract administration with suppliers based on school procedures and applicable laws of the country.

• Manage the school’s overseas procurement consolidation services with contracted consolidators, periodically review performance of consolidators and report to school management.

• Manage overseas school shipment logistics and ensure expeditious delivery through timely acquisition of duty-free import permits and prompt customs clearance processes.  

• Ensure the acquisition and documentation of materials receiving & issuance vouchers for all procurement orders.

• Handle supplier payment requests in a timely manner, based on agreed payment terms and conditions.

• Maintain complete and updated procurement files both in hardcopy and electronic versions.

• Control departmental procurement budget and prepare budget performance reports

• Follow and enforce implementation of school’s procurement policy and procedures in all procurement operations.

• Recommend measures to improve quality of service, increase the efficiency workers and section as a whole.

• Keep up-to-date with the latest trends and developments in procurement practices and technologies

•  Coordinate with other departments and staff to ensure that procurement activities support the school's overall goals and objectives

• Make periodic on-going productive meetings with co-workers and supervisor.

• Conduct annual performance appraisal for subordinates as per HR criteria.

• Perform other related tasks as instructed by immediate supervisor.

Job Requirements

QUALIFICATIONS REQUIRED

Degree in Procurement/Purchasing and Supplies Management/Accounting or related fields with 5 years of relevant experience.

PREFERRED QUALIFICATIONS

• Proven language proficiency in written and spoken English

• Excellent negotiation skills, a strong understanding of the procurement process, and the ability to analyze market trends to make informed purchasing decisions.

• Strong attention to detail and organizational skills, excellent communication and interpersonal skills

• Ability to work independently and as part of a team

• Proficiency in procurement software, systems, and electronic procurement practices

• Report writing and survey conducting skills

• Training on supply chain, procurement, logistics and project management is preferred

How to Apply

Interested staff members fulfilling the minimum requirements are invited to submit their applications through email through hr@icsaddis.org until 10th July 2023.

 Note: copies of transcripts, academic degrees or recommendation letters should not be included with your application. You will provide the documents upon request.  

 Child Protection – Safe Recruitment Practices

As part of our recruitment practices at our school, employees are required to possess and validate appropriate qualifications for all positions.  For all potential hires, we communicate directly with previous references to ensure due diligence within the recruitment process. Once at school, ICS has a professional code of conduct, including Child Protection training reviewed with employees and signed annually.