Position Title: Lead, Procurement 

Function: Procurement

Required Number: One

Reports to: Deputy Country Representative

Based in: Addis Ababa, with a possible 5% field travel

Duration of contract: Indefinite based on performance and availability of fund.

Remuneration: As per organization pay scale plus other PSI/Ethiopia staff benefits

Application Deadline: October 12, 2023

Who we are?

PSI is a leading global health organization with programs targeting malaria, child survival, Water and Sanitation, HIV and reproductive health. PSI's core values are a belief in markets and market mechanisms to contribute to sustained improvements in the lives of the poor; results and a strong focus on measurement; speed and efficiency with a predisposition to action and an aversion to bureaucracy; decentralization and empowering our staff at the local level; and a long-term commitment to the people we serve. PSI has programs in 67 countries.  For more information, please visit www.psi.org.

PSI/Ethiopia, an affiliate of Population Services International, has developed national results-based programs for Wash and sanitation, HIV/AIDS and child survival. These programs are creating realistic opportunities for both private and public sector partners to make long-term investments that help Ethiopia’s most vulnerable lead healthier lives.  This Job Description states the responsibilities of the Procurement Lead for PSI/Ethiopia.

Job Summary

Under the supervision of the Deputy Country Representative for Operations, the Procurement Lead is responsible for leading and managing a standalone procurement function and facilitating the platform procurement process from planning to receipt and supplier confirmation of payment. S/he oversees consolidated procurement planning, supplier prequalification, registration and de-registration; supplier selection, job award and payment, a centralized procurement database, centralized platform contract management and international procurements. S/he also facilitates the platform procurement committee, manages her/his staff and travels when necessary.

Sounds like you? Read on!

Essential Functions:

Procurement Plan

• Oversee transparent and cost-effective procurement according to consolidated and prioritized procurement plan;

• Set and achieve annual performance targets for lead time adherence, average value/transaction, % of transactions on contract, and overall volume of transactions;

• Lead the PSI International and local procurement from request through confirmation of receipt, managing PSI/E’s relationship with the PSI/W procurement function;

• Manage all open PO’s and long-term contracts, Indefinite quantity Contracts (IQC), Lease agreements from approval thorough delivery using Quick Book Enterprise (QBE) software, PO-PR tracking sheet and vendor/contract Database.

• Consolidate annual platform procurement plan and conduct monthly review meetings; using the procurement plan as a management tool to plan ahead for “grouped” procurements which enable longer-term supplier indefinite quantity contracts for all routine items;

• Contribute to platform work plans and reports, including timely accrual submissions and project close-outs;

• Serve as the primary point of contact for the procurement function for at PSI/E office 

Procurement Policy Development:

• Ensure procurement compliance with PSI, GoE, Donor policies, rules and regulations;

• Lead the development procurement policies and procedures in compliance with PSI Global's procurement standards.

• Monitor and update the policies and procedures to ensure that they remain relevant to PSI/E

• Contribute to SOP’s for area offices, including decentralized supplier selection procedures for regional hotels, venues and transport, wherever required;

External Vendor Management & Contract Support:

• Represent PSI to external supplier community, managing PSI’s reputation through well documented, transparent and timely supplier management; maintaining arms-length dealings wherever possible;

• Create, maintain, and disseminate a list of Authorized Vendors using PSI’s selection and pre-qualification processes.

• Perform due diligence checks (e.g., supplier references, site visits, historical data, anti-terrorism compliance) for Authorized Vendors and contractors.

• Lead the contracting process, prepare requests for proposals, and conduct regular market surveys in key procurement categories to ensure that PSI is receiving best value for money.

• Maintain well documented procurement records and a procurement database;

Monitoring, Compliance, and Support:

• Monitor procurement requests and requisitions to ensure that procedures are followed and enforced, and proper documentation is captured.

• Collaborate closely with PSI's global procurement team to address compliance challenges.

• Respond to requests for information and provide assistance regarding procurement processes, policies, and compliance;

• Oversee continuous improvements in the platform procurement procedures and tools based on internal and external audit action plans;

Audit Support & Action Planning:

• Support audits by supplying supporting documents and reports for samples and walking auditors through processes.

• Develop and implement corrective actions plans to address any audit findings.

• Participate in the internal and external audits, and strategic planning exercises;

Supervisory Responsibilities:

• Lead, supervise and develop team members.

• Make recommendations concerning employment, termination, performance evaluations, salary actions, and other personnel actions.

• Set team and individual goals. Manage Procurement staff according to MBOs, PSI performance and learning system including, routine coaching and feedback, regular performance appraisals,

• Prioritize, organize, delegate, and coordinate the flow of work.

• Enhance individual employee performance through frequent and timely communication and support.

• Lead the facilitation activity of the procurement committee, maintaining records of committee meetings and decisions;

• Perform any other related activities as assigned by immediate supervisor.

This Job Description is not designed to cover a comprehensive listing of activities that are required of the employee. The precise duties and responsibilities of any job may be expected to change over time.

Job Requirements

Minimum Qualifications:

• Bachelor's degree (or international equivalent) in a related field of Procurement, Logistics, Supply Chain required.

• At least 7 years of related experience out of which 3 years in managerial role. Equivalent combination of relevant education and experience may be substituted.

• Working knowledge of ERP and database management systems.

• Working knowledge of donor procurement requirements.

• Strong leadership & organisational skills.

• Strategic and analytical thinking.

• Excellent communication skills

• Customer service orientation

• Demonstrated people management experience.

• Demonstrated familiarity with good procurement practices.

• Minimal travel required

• Fluency in written and spoken English and Amharic

• Highly patient and professional individual who enjoys working on a cross-functional team in a fast paced work environment.

• Open to feedback and willing to listen to the departments' feedback to make improvements and raise the profile of the procurement department

• Service oriented individual with the ability to push back on others to enforce systems and procedures

• Highly ethical individual holds themselves and others to the highest ethical standards

How to Apply

Are you intrigued? Apply!

By following our 3 steps application process:

1. Fill out the mandatory application form using the following link: Online Application Form. It will only take 5 to 10 minutes.

2. Send your CV and application letter to recruitment@psiet.org clearly mark “Application for Lead, Procurement Position” in the subject line.

3. Check your email and make sure you receive an automatic response acknowledging receipt of your application which means your application was successful. If you don’t receive the automatic response, check again your subject line and if needed, re-submit your CV and application letter with the correct subject.

Application deadline is October 12, 2023. We’ll call or e-mail you back if there is a good fit on both sides.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin, sexual orientation or disability.