Internal/External

Vacancy Announcement

IR/INT/EXT/VN/059.23
August 9, 2023

Post title:                        Procurement Coordinator

Report to:                       Operation Support Manager

Duty Station:                 Country Office, Addis Ababa

Salary:                             As per the organizations scale

Required:                       One

Duration                         One year with possible extension

Introduction:

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities - regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Jigjiga, Hargelle, Elkere, Bare, GG and Dekasuftu, Afar Regional State; Ewa, Awra and Gulina; Oromia regional State, West Harergeye, Chiro and Meayso Woredas and an additional operational office in Addis Ababa. For more information please visit our website: http://www.islamic-relief.org/work-with-us

We are looking for talented people to join us in making a difference to the lives of millions. We want people with integrity, people who are fair, impartial, honest and truthful. If you think you embodied these values then this is the place for you and your career. We promote learning organization features. 

Job Purpose

The Procurement Coordinator will be responsible for the design, planning, execution and monitoring of purchasing activities, delivery of an effective supply chain function in compliance with IRE, donor regulations and in line with IR objectives. The Procurement Coordinator will ensure uninterrupted supply of goods and services in accordance with the timelines set in the procurement action plan. The Procurement Coordinator promotes a client-focused, quality and results-oriented approach in IRE. 

Key responsibilities

Procurement

1. Work closely with the program staff on budgeting and procurement planning to identify needs;

2. Conduct market assessment and analysis regularly to determine availability, prices and standards, any of which might have an effect on the acquisition requirements and process;

3. Conducts regular procurement meetings with programme and finance team, but also with staff in other departments.

4. Establishes and periodically updated vendor list using methods specified in procurement manual; including ensuring all screening of vendors and all other suppliers of goods and services.

5. Review of requisitions, specifications and determining the appropriate methods of procurement;

6. Ensure solicitation process is open, transparent, fair and competitive;

7. Facilitate purchasing of goods, services and works that meet value for money, quantity and quality of IR expectations;

8. Facilitate negotiate of terms with suppliers on price, quality of goods, deadlines, expectations, etc.

9. Ensures availability of funding before the procurement order is placed in consultation with Finance and that IR policies and procedures governing procurement of goods and services are strictly observed;

10. Generate Purchase Orders and produce Vendor Master List in AX/ERP system;

11. Create, monitor and evaluate contracts to ensure that vendors comply with contractual terms and conditions;

12. Establishes and maintains records of vendor, purchase request, purchase order, receiving, shipping and all associated logs as required;

13.  Supports the importation of goods and clearance through customs when there is a need, ensures adequate and suitable storage space is available for incoming commodities/goods;

14. Supervises, oversees and report the activities of procurement in accordance with IR policies and regulatory framework;

15. Line manages staff under his/her management or direct reports;

16. Supports field teams in procurement matters;

17. Performs other duties as required.

Job Requirements

Personal Specification

Formal Education/Qualification

·       Bachelor or master degree in Management, Business Management, Supplies Management or related fields. 

Work Experience

• 6 years of work experience for Bachelor degree and 4 year of experience for masters degree.

• Proven experience in Logistics and Procurement Management preferably in INGO

Skills and Competences

• Negotiations, Supplier Relationship Management skills.

• Must have high ethical standards and able to plan, prioritize and organize self and others.

• Good IT skills, MS Office applications.

• Excellent interpersonal skills – builds good relationships with internal and external stakeholders.

• Good verbal and written communication skills in English and Amharic.

• Ability to manage a complex and demanding workload with flexible behaviour.

• Commitment to humanitarian principles and action.

• Willingness to travel to remote, hard to reach and underserved locations during holidays especially Eid festivities to coordinate implementation of seasonal projects.

Safeguarding and Equal Opportunity

Islamic Relief and Islamic Relief staff considers the welfare and protection of children, young people and people at risk to be paramount to the organization. And must adhere the principle of ‘do no harm and leave no one behind.’ It is critical we do not expose communities or staff we work with to the risk of harm through our interventions.  With a zero-tolerance approach Islamic Relief have a number of related policies which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Islamic Relief is committed to responding swiftly, appropriately and constructively to any and all information children, young people and people at risk have disclosed.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We participate in the Inter Agency Misconduct Disclosure Scheme and will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and child abuse during employment, or incidents under investigation when the applicant left employment before signing the contract agreement.

Islamic Relief believes everyone has the right to be safe, respected and valued regardless of who they are or their circumstances, and an equal employment opportunity to all candidates and qualified applicants, we do not discriminate on the base of age, sex, race, color, religion, national or ethnic origin, disability status and diversity. 

How to Apply

Application Procedures

·       Interested candidates are required to submit a complete Job application form stated with the duty station that you are applying for with all required supporting documents (copy of credentials and testimonials) through Ethiopia.HR@islamic-relief.org.et.

·  . Failure to follow the instructions will invalidate your application.

·    Closing date for the application is August 23, 2023.

·       Due to the high volume of application, we regret that we will be able to contact only the shortlisted candidates.

·      Female candidates are highly encouraged

 Disclaimers: The Islamic relief does not charge a fee at any stage of the recruitment process, including the application, interview, offer and contract stages.