Internal/External

Vacancy Announcement

IR/INT/EXT/VN/090.23
December 04, 2023

Post title:                        Procurement Assistant

Report to:                       Procurement Coordinator

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 Summary

The Procurement Assistant is responsible for the effective delivery of procurement services to IRE. The Procurement Assistant promotes a collaborative, client focused, quality and result oriented approach in the procurement unit. He/she will support the Procurement Coordinator in the provision of a professional, efficient, effective and knowledgeable service for the procurement of goods, service and works. As part of the procurement team, the Procurement Assistant will provide accurate, timely and auditable assistance in the administration of the procurement process, ensuring that processes are fully compliant with current IRE regulations.

 Main Tasks and Responsibilities

1.        Under the direct supervision of the Procurement Coordinator, compiles all procurement plans and orders for purchase of goods & services.

2.        Assists with the preparation of Request for Quotation, Initiations to Bid, Requests for Proposal.

3.        Assists the Procurement Coordinator in tender procurement process i.e. bid announcement, bid opening, agreement preparation, documentation and etc.;

4.        Copies and circulates quotes, bids and proposals for evaluation.

5.        Compiles and facilitates FO requests for PO creation timely.

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

7.        Assists coordination with the selected bidder to ensure completion of administrative processes including Bid Security, contract award notice and that contract documents are distributed accordingly.

8.        Assists in managing contracts including framework emanates from purchase of goods, services and works.

9.        Prepares periodical report detailing goods procured, received, dispatched, and in the pipeline with required quality; periodical reports of the Goods/Service status report.

10.   Performs any duties upon request.

Job Requirements

Personal Specification

Formal Education/Qualification and Work Experience

• Bachelor’s Degree in Purchasing, Management, Business Management, Supplies Management or related fields with 2 years of work experience.

• 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.

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.

·       You can access the Job Application Form with this link: http://www.islamic-relief.org.et/wp-content/uploads/2019/03/Employment-Application-form-1.docx. Failure to follow the instructions will invalidate your application.

·       Closing date for the application is December 18, 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.