Position: Procurement and Admin Operation Coordinator

Job Time: Full-Time

Job Type: Contract

Place of Work: Addis Ababa, Addis Abeba - Ethiopia

Posted date: 2 hours ago

Deadline: June, 24/2024 (11 days left)

Company Description

SNV is a mission-driven global development partner working in more than 20 countries across Africa and Asia. Building on 60 years of experience and grounded in the 2030 Agenda for Sustainable Development, we work on the core themes of gender equality and social inclusion, climate adaptation and mitigation, and strong institutions and effective governance. Together with our team of over 1,600 people, our mission is to strengthen capacities and catalyze partnerships that transform the agri-food, energy, and water systems, which enable sustainable and more equitable lives for all.

For more information on SNV's operations, visit our website: www.snv.org.

Purpose of the job

The Procurement and Admin Operation Coordinator will be responsible and accountable for the delivery of all Central Office Procurement and Admin-related activities under SNV Ethiopia Procurement and Logistics policies and procedures.

The Procurement and Admin Operation Coordinator shall ensure that SNV Procurement is carried out in compliance with SNV’s, donor and national policy as well as legislation. S/He carries out responsibility through efficient and effective coordination of the procurement and admin activities, where appropriate to provide support to field teams through assessment, coaching, and accompaniment.

Duties & Responsibilities

Procurement

• Verify and ensure completeness of all requisitions and assign responsible officer in SBD. Ensure all orders are processed promptly, tracked on overviews, and that all relevant documentation is filed appropriately and records are up to date.

• Ensure “overall best value for money” is achieved through a competitive and transparent procurement process considering quality, availability, time frame, transport, and storage costs.

• Make presentations to the Tender Committee on all major purchases requiring Tendering before the award of the contract.

• Participate in Supplier selection and ensure suppliers are selected taking into account both business requirements and ethical standards. Participate in the evaluation and negotiation of payments and credit terms for all new and existing suppliers

Administration

• Ensure appropriate administration management system is in place (reception, liaison, Administration, etc.); Ensure systems are in place to effectively plan, coordinate, and monitor staff travel by road or air (national or international).

• Provide procurement and Admin support to regional, cluster, and any other offices as required.

• Work with OD, PD, and HR on any property-related issues to resolve the Problem

• Ensure appropriate customs clearing, visa, and related communication processes.

Management

• Engage in partnership logistics assessments concerning its expertise. Manage procurement and admin team

• Act as the focal point for all purchases and admin to ensure compliance with policy. Act as the focal point for SBD for the procurement process.

• Provide specialist support to requesters, ERP users, program team, support team, and field offices in procurement issues.

• Make suppliers aware of SNV due diligence, ethical, general terms, conditions, and their need to comply as part of agreements.

Analysis and reporting

• Ensure the contract database is updated regularly and reported to the Operation manager on a weekly basis

• Manage supplier relations, reconcile accounts, and close outstanding contracts.

• Manage chain of custody of all supplier documents and ensure archiving both soft in a system and hard copy.

• Ensure quick follow-up of payments for supplies/services to manage accruals and cash flow effectively. Ensure that records/files of all purchases are documented with relevant information.

Business Development

• Convert Procurement Plans into Procurement Schedules.

• Consolidate and combine procurement schedules.

• Ensuring that resources are utilized effectively and assigned tasks.

Advisory services

• Oversee the implementation and monitoring of procurement processes and ensure conformity to procedures and timely delivery of goods and services.

• Working with stakeholders to define specifications and decision-making criteria for all tenders and undertaking the tender process as required.

• Initiate the FAs for the country office as well as all the regional/cluster offices and come up with the expressions of interest for all categories of purchase (pre-qualification of suppliers)

Process development

• Establish Framework agreements to increase operational efficiency and maintain an active contract Register in a system.

• Manage all contracts for supplies and services in collaboration with consultancy and contract officer.

• Analyse external markets maintain network with external stakeholders and review vendors and service providers periodically for cost effectiveness and quality.

Qualifications

Educational Qualifications and Experience

• Master’s or bachelor’s degree in Procurement and Supply Chain Management, Logistics, Business Administration, Management, or a related field with a minimum of eight or ten years of relevant experience respectively in operations procurement and logistics activities.

Additional Skills

• Good knowledge of handling procurement systems

• Knowledge of Donor funding regulations

• Good written and spoken English

• Excellent skills in procurement techniques within the context of this position

• Good computer skills: Excel, Word, the purchasing system, and SAP BD system

• Attention to details

• Ability to plan with good organizational skills, including prioritization and ability to work under pressure

• Initiative and ability to follow up on issues

• Good reporting and communication skills

Competencies:

• Problem analysis

• Coaching

• Initiative

• Result orientation

• Persuasiveness

Additional Information

• Contract Type: National

• Expected start date: As soon as possible

• Duty Station: Addis Ababa

• Contract Duration: Six months with the possibility of extension based on performance and budget availability.

How to Apply

Register using THIS LINK

If you believe that your credentials meet the outlined profile, we invite you to apply by uploading your CV and a letter of motivation before/on the 24th of June 2024. Please submit your application only via Smart Recruiters. All information will be in the strictest confidence.

If we see that your experience and skills match the requirements of the position, we will contact you to advise you of the next steps in the recruitment process.

SNV is an equal opportunities employer and female candidates are encouraged to apply.