Procurement & Logistics Manager for USAID Climate Resilient WASH Activity - Ethiopia 

Job Code & Title: LN003037 -Procurement & Logistics Manager 1

Job Family: Contract Management

Job Function: Procurement

Salary Grade: J/10 

Reports to: DCOP of Finance & Operations

Location: Addis Ababa, Ethiopia

Overview

Research Triangle Institute (RTI) has over 30 years’ experience assisting governments, communities, and the private sector. As a not-for-profit, independent research institute based in North Carolina, USA, RTI has roughly 6,000 employees with global experience conducting research, facilitating innovation, and implementing international development projects. Within its International Development Group, particularly under the Sustainable Growth and Resilience (SG&R) division, RTI has delivered innovative, breakthrough solutions and operations in key development sectors including water sector governance, water, sanitation, and hygiene (WASH) services, water resources management, community engagement, urban resilience, and institutional capacity building. In Ethiopia, RTI manages more than five activities funded by the United States Agency for International Development (USAID) in food security, WASH, disaster risk management, health, and others. tat 

Project Description 

As part of SG&R’s portfolio, RTI is currently implementing the USAID-funded, five-year Climate Resilient  Water, Sanitation and Hygiene (CR WASH) Activity. Starting in August 2023, CR WASH facilitates  accelerated access to inclusive and resilient WASH services targeting the lowlands areas and pastoralist communities across four regions - Afar, Oromia, Somali, and South Ethiopia. The Activity includes four key elements to: (1) professionalize and expand climate-resilient water services; (2) increase sustainable access to and use of sanitation and hygiene products and services, including for menstrual health and hygiene; (3) improve gender power dynamics; and (4) strengthen the enabling environment for climate-resilient water and sanitation services. CR WASH also manages tasks to develop and implement WASH infrastructure through engineering design and construction and oversees deployment of multiple grants to local organizations across the four regions. 

Position Description 

RTI is seeking a Procurement & Logistics Manager for the Ethiopia CR WASH Activity based in Addis Ababa. The Procurement & Logistics Manager will provide overall management of project procurement needs including but not limited to the processes of procurement (local and international), interaction with and management of vendors, contractors and suppliers (e.g., in regular procurement for Activity implementation and in engineering/construction), transport of procured goods, and oversight of Asset and Inventory Management and Control. The Procurement & Logistics Manager will provide leadership and coordination of the entire procurement & logistics component in the Activity by ensuring compliance with RTI procurement and logistics policies and standard operating procedures (SOPs). 

The Procurement & Logistics Manager report to Deputy Chief of Party (DCOP) for Finance and Operations. 

Duties & Responsibilities:

Procurement Management:

• Serve as the primary procurement & Logistics resource for the Activity, providing end-to-end execution of all matters of procurement & Logistics. 

• Effectively communicate RTI Procurement & Logistics Policies and Procedures to staff; guide processes and verify that all procurements are executed and approved in accordance with RTI Policies and Procedures and applicable client regulations. 

• Coordinate with the Activity technical and operations staff to develop a procurement plan to guide procurement process, create efficiencies, timeliness and overall support effectively project implementation. 

• Prepare monthly, quarterly and annual procurement plans

• Implement appropriate measures and strategies to enhance the quality and effectiveness of procurement process for the construction and non-construction procurement including process enhancement, strategic sourcing, prequalification of vendors, best value analysis in selection decisions, master service agreements, procurement trackers, etc. 

• Manage all phases of sourcing activity to ensure best value and within required lead times for a variety of requirements in Ethiopia.

• Ensure compliance with the applicable RTI procurement policies and procedures, contractual terms,  USAID’s rules, and regulation. 

• Perform vendor prequalification exercise, and contracts renewals.

• Performs other duties assigned by the supervisor. 

Construction work procurement

• Work collaboratively with the CR WASH technical team for the construction work procurement and/or engineering design phase with Architecture & Engineering (A&E) firms by the provision of the necessary information during design and planning of the construction activity, development of Bill of Quantities (BoQs), review and/or preparation detailed scope of work per engineering design requirements, and others.   

• Ensure timely and cost-effective procurement of all construction related goods, works, and services procurements by strictly adhering to the RTI Procurement Guideline & Procedure.

• Prepare RFQ/ RFP of Bidding documents, develop and review bid evaluation criteria and participate in bid evaluation process of construction procurements.

• Follow-up with Contractor/Suppliers to receive their proposals or quotations and submit them to Bid Evaluation committee in a timely manner.

• Work with RTI Global Office (in the US) and regional team (in the four regions) on the review and approval of procurement documents.

• Work with RTI Global Office team on the construction insurance requirements and negotiate with construction and/or A&E contractors for the provision of different insurance packages for the construction activities. 

• Prepare contract agreements or purchase orders for contractors and suppliers after the bid evaluation process completed and appropriate approvals are secured from the relevant departments and/or line managers as required.

• Follow-up on contract or orders placed with suppliers/contractors and coordinate with country office and field team on its on-time delivery of the goods or completion of the project as required 

• Manage and track the procurement of goods and services, A&E/construction tasks and grantees in compliance with approved procurement plans to ensure best value and within required lead times for a variety of requirements in Ethiopia. 

• Performs other duties assigned by the supervisor. 

Logistics Management (Warehouse and Fleet Management)

• Coordinate the supply chain management efforts up to and including logistical support from the ordering point through the follow-up, expediting, and delivery of the required goods and/or services.

• Collaborate with RTI Global Office and local partners on property distribution, annual inventory and property disposition as needed. 

• Ensure all CR WASH logistics activities are managed in a systematic manner and ensure the timely and documented delivery of any goods, services and works of all A&E/construction and non-construction procurements, as per the procurement schedule.

• Support in the preparation of tax exemption documents in accordance with USAID cooperating country rules and regulations.

• Ensure the renewal of annual vehicle insurance and annual vehicle inspections and obtain necessary policy and certificates timely.

• Coordinate annual inventory of all organizational assets and managed equipment.

• Collaborating with Implementing partners in the asset management and resource utilization.

• Performs other duties assigned by the supervisor. 

People Management

• Works closely with the DCOP Finance and Operation to identify any needs for procurement & logistics support.

• Manage, support, and supervise procurement and logistics assistants including assigning/delegating tasks and monitoring their daily activities.

• Conduct regular procurement training and orientation for new staff including provision of advanced defensive driving training for all new drivers.

• Communicate RTI Procurement Policies and Procedures to staff; guide processes to ensure compliance with organizational policy and client regulations.

Reporting

• Develop and update procurement tracker tools such as Agreements Tracker, the local purchase orders (LPOs) and Requisitions Tracker as well as the RFP/RFQ tracker. 

• Develop and Maintain a Procurement Tracker follow-up system showing the procurement status of all requested materials and services. 

• Assists in maintaining procurement files both hard and soft in accordance with applicable policies and procedures to maintain an audit trail throughout the procurement process.

• Helps to maintain complete documentation of procurement files for audit purposes, and ensure procurement folders in SharePoint are complete, well-structured, and up to date. 

• Maintain procurement status reports and deliver summarizing key information in performance of the procurement function against work plans and progress reports as required.            

• Maintain procurement files both hard and soft in accordance with applicable policies and procedures to maintain an audit trail throughout the procurement process. 

• Performs other duties assigned by the supervisor. 

Job Requirements

Qualifications:

• Bachelor's Degree and 8 years of experience, Master's degree and 6 years of experience or equivalent combination of education and experience. 

• At least 5 years of progressively responsible experience managing procurement activities for donor-funded programming in Ethiopia; experience on USAID-funded programming highly preferred.

• Experience in procurement of construction materials - including  in supporting preparation of  construction management, civil engineering or related field and in working with local construction/engineering contractors - is highly preferred

Knowledge, Skills and Abilities 

• Strong financial and administrative management, organizational and interpersonal skills, attention to detail, and ability to work in a team-oriented setting. 

• Professional training in procurement and logistics management preferred. 

• Ability to meet deadlines and work independently and cooperatively with team members. 

• Proven ability to work under pressure, and with multiple concurrent demands. 

• Excellent communication and interpersonal skills. 

• Excellent writing and communication skills in English; proficiency in one or more local languages strongly preferred. 

• Experience in the Lowland regions of Ethiopia preferred. 

• Work experience in Ethiopia required. 

How to Apply

Interested and qualified candidates can apply through THIS LINK or THIS LINK

Female applicants are encouraged to apply.

Only shortlisted candidates will be contacted.