Under the direct supervision of the Cluster Coordinator and with technical reporting line of responsibility to Addis Ababa Procurement Officer, the Field Procurement Officer is responsible to handle procurements at field level including types of goods, service and works

Key Responsibilities:

Procurement

• Procurement Need assessment for two cluster offices

• Responsible for acquiring goods or services for an organization.

• A procurement officer performs various functions to allow for the efficient procurement of products and services according to procurement threshold level in cluster office.

• Support all activities raised in the head office to procure of goods and services

• Receives requests for goods and services and ensures their completeness/compliance before they are processed; based on the procurement plan and procurement policy.

• Plans and ensure user departments adhere to it in line with approved budgets.

• Formulate the Value for Money (VFM) framework to inform the organization procurement is in line with donor and internal rules

• Ensure the right person approval for request for quotation for goods & service 

• Coordinate the receipt, opening and evaluation of quotations, tenders, or proposals for goods, services or works.

• Preparation and management of contracts in liaison with the Addis office procurement officer for its legality and ensure proper authorization in accordance with SHA policies.

• Ensuring timely, efficient and effective procurement of goods, services and works, while strictly adhering to the procurement policy and donor rules;

• Secretary to the Bid Evaluation Committee; collate and present procurement documentation 

• Prepare supplier’s contracts and purchase orders and submit for approval;

• Coordinates the collection/delivery of goods, including adequate record keeping (GRN, invoices, etc)

• Ensuring timely payment of vendors and full, auditable support documentation is actioned.

• Maintain files and records for all procurement processes, tenders, procurement evaluations, contracts, purchase orders and all correspondences relating to the procurements on Salesforce and Box;

• Submit procurement documents, contract and CBAs for payment processing on Salesforce;

• Responsible for asset tagging and recording on Salesforce

• Issue the goods to the user individual or other bodies after the approval of the right personnel 

• Report compliance to internal and donor policies

• Perform other activities as assigned by supervisor

Administrative:

• Responsible to receive the purchased from head office for cluster function able to record, and dispatch to the right location or Woredas

• Responsible for purchase request internally or externally, as requested by concerned departments at cluster threshold level; 

• Collects all Goods Receiving Reports, Store Requisitions Issue Vouchers, Waybills, & Other related documents from the store and files in numerical sequence in a separate box file

• Checks and verifies the accuracy of all documents and other relevant supporting documents prior to processing the records;

• Calculates unit cost, fills the price of each item in the Goods Receiving Report and update stock cards; 

• Responsible for reporting the outcome, and if there are any discrepancies in any of the item, investigates and effects adjustment after proper management approval;

• Prepares and submits quarterly fixed asset and inventory reports to the immediate supervisor;

• Responsible for maintaining fixed asset register on Salesforce

• Responsible for maintaining inventory of furniture, fittings, equipment, etc.  for both the office, residence and rented houses;

• Conducts annual inventory of all line items;

• Perform any other assigned tasks by the supervisors

Key Relationships:

Internal

• Cluster coordinators

• Head office procurement Officer

• Head of Finance & Administration

External

• External Stakeholders

• Government Departments, banks, external auditors

Department:

Procurement  

Location:

Dessie

Contract Type

6 months

Reports to:

Technical report to Addis Ababa Procurement Officer 

Administrative report of Dessie Cluster Office 

Salary

As per SHA scale

Self Help Africa is an international development charity, and is committed to the safeguarding of all those who we come into contact with or through our work. We are committed to preventing any type of unwanted behaviour relating to our work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and we are committed to promoting the welfare of children and the people we aim to assist with whom Self Help Africa engages. Self Help Africa expects all staff and volunteers to share this commitment and uphold the values and behaviours outlined in the Code of Conduct and Child and Adult Safeguarding Policy, inside and outside of work hours. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us. Recruitment to all roles in Self Help Africa may include, and be subject to, a criminal records self-declaration, references, and other pre-employment checks, which may include police and qualifications checking. Self Help Africa is committed to the principles of the Misconduct Disclosure Scheme and will request information from previous employers about any findings of sexual exploitation, sexual abuse or sexual harassment during employment. By submitting an application, the applicant confirms her/his understanding of these recruitment procedures.

Job Requirements

Knowledge and Experience

• Ability to communicate both in Amharic and English in writing and speaking

• Ability to handle and care sensitive matters

• Knowledge of appropriate computer software to handle the task

• At least 3-5 years of experience in relevant posts, of which 2 are in similar position preferably in the NGO environment

Qualifications/Other Requirements

Essential

A Degree in Purchasing and Logistics, Procurement and Supply management, Business Studies, Supply Chain Management, Marketing or related field of study

Role Competencies

• Ability to understand the market environment 

• Ability to manage multiple priorities without loss of composure

• Determines the appropriate allocation of time

• Demonstrate the ability to foresee problems and prevent them by taking action

• Properly responds to requests with accuracy and courtesy

• Work as a competent member of team, willingly providing back-up support for co-workers when required

• Proficiency in using standard office equipment such as computers, fax, photocopier, scanner etc.

• Exhibit sound judgement and ability to make reasonable decisions in the absence of direction

• Refer problems to appropriate person when necessary

• Work effectively without constant and direct supervision or guidance

How to Apply

Please download the Application Form and fill it in using THIS LINK then upload this along with your CV and a motivational letter.

Please note incomplete applications will not be considered for shortlisting.

Closing date is 5th February 2025 at 5:00 pm

Police vetting is required.

All applicants are encouraged to read through the following safeguarding policies as you make your applications:

1. Code of Conduct

2. Conflict of Interest

3. Child Protection

Women applicants are highly encouraged.

Self Help Africa/United Purpose strive to be an equal opportunities employer.