Head of Procurement

Internal/External

 About GOAL

 GOAL’s mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.

GOAL is a non-for profit organization that has been working in Ethiopia for over 30 years, towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition, healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses programmes by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS. Currently, we work with pastoralist, agropastoral, pastoral dropouts, rural small holder farmers, rural/urban youth and street children to respond to humanitarian crises and build resilience in Ethiopia working closely with local communities, local government, donors and other key actors. GOAL E Humanitarian Response is centered on nutrition, WASH, livelihoods, multipurpose cash, NFIs and protection interventions in country wide while the recovery and development focus on livelihoods, economic opportunities, health, health and nutrition system strengthening and WASH with solid emphasis on integrated programming and community-based approach in Oromiya regional state. The Street Children programme is implemented with local partners in Addis Ababa and Hawassa.

We envision a world where poverty no longer exists, where vulnerable communities are resilient, where barriers to wellbeing are eliminated and where everyone has equal rights and opportunities. GOAL Ethiopia’s main donors are Irish Aid, USAID/OFDA, EHF, ECHO, WFP, UNHCR, UNOCHA and other private donors.

 ABOUT THE POSITON:

The Head of Procurement will be accountable for the procurement and delivery of GOAL Ethiopia orders requested for national (country Head Office) and international purchase, by the various project offices. Specifically, the Head of Procurement will be responsible for ensuring timely, cost-effective procurement and delivery of goods and services, which are compliant with GOAL and donor procurement policies and guidelines. In the event of a major humanitarian emergency, the role holder will be expected to work outside the normal job description and be able to vary working hours accordingly.

Make sure that all suppliers are dealt with fairly and equally.  You must never use your position for personal gain and should refuse any gifts that are offered by suppliers. Ensure items are never purchased from family members.  If a conflict of interest arises you must request the involvement of an unbiased GOAL colleague in relation to the specific order or issue.

Prepare the funds forecast and present to Systems Director for review on monthly basis (by 05th of the month).

Key Areas of Accountability/Duties

Contribute as a member of the GOAL Ethiopia management team

• Support the delivery of programming in line with GOAL’s mandate, strategy and theory of change
• Meeting the servicing requirements of GOAL donors through first class customer service and collaborative working
• Improving outcomes for beneficiaries through delivery of GOAL Ethiopia programme strategy and initiatives and growth targets
• Ensure a robust procurement system – fit for the future and harnessing the extraordinary engagement, diversity, talent and commitment of our people
• Supporting a team environment of continuous learning, growth and development and be held accountable for their commitments
• Developing and maintaining good relations with all project office, suppliers and donors during stint and beyond

Realise high standard countrywide supply chain services through:

• Manage all national (country Head Office level) and international procurement in line with programme requirements, GOAL procurement policies, processes and quality standards.
• Verify all Purchase Requests (PRs) for clear descriptions, specifications, budget codes and lead time before starting to process them.
• Ensure that requestors are kept up to date of order status, and that goods are of the right specifications and lead times are met.
• Ensure all orders are processed in timely manner, tracked on overviews and that all relevant documentation is filed appropriately and records are up to date.
• Source new products when requested by programmes and work with HQ Logistics, programmes and Technical Advisors to identify quality standards as required.
• Support periodic reviews of procurement chart and authorisation chart in collaboration with Logistics Coordinator and Systems Director.

·         Initiate the FWAs for country HO as well as all the project offices countrywide and coming up with the expressions of interest for all categories of purchase (pre-qualification of suppliers)

• Work closely with field Logisticians for procurement related issues at field level.
• Ensure that the countrywide procurement function is adequately staffed
• Facilitate establishing communication protocols between various procurement department within the country as well as between clients (requesting departments) and the procurement function
• Ensure procurement plans are put for all upcoming and or new projects countrywide
• Produce a weekly, synopsis report for the Logistics Coordinator, providing work plan of the procurement department and status updates cases that draw great interest

Ensure significant cost savings for the organisation, donors and beneficiaries through:

• Ensure “overall best value for money” is achieved through a competitive and transparent procurement process considering quality, availability, time frame, transport and storage costs.
• Advise on best sources of supply and freight options.
• Ensure all appropriate due diligence checks and risk assessments are carried out in line with organisational policy
• Produce detailed management information reports (separate from the weekly report above) on a monthly and quarterly basis, including data analysis and recommendations on improving the efficiency of procurement services.
• Support initiatives to improve procurement within GOAL globally, including around emergency preparedness, medical supply and process reviews.
• Ensure professional management of all suppliers including maintaining good supplier relations and supplier performance review against key performance indicators and framework agreements and regularly updating this information into the Suppliers List
• Ensure the order tracking sheet (OTS) is updated regularly and shared with the users on weekly basis
• Ensure the contract database is updated on regular basis and circulated to SMT on weekly basis
• Ensure ATCS (anti-terrorists checks) are conducted for all winning bidders as per the ATCS guideline
• Make suppliers are aware of GOAL general terms and conditions their need to comply as part of agreements

Support the overall scope and growth of GOAL Ethiopia country programme, including:

• Role modelling and supporting to promotes accountability and high performance and frees up our people to deliver outstanding results for beneficiaries and excellent customer service for all projects across GOAL Ethiopia
• Supporting the creation of learning and development programmes for building capacity of logistics staff involved in procurement globally.
• Manage annual leave for the procurement staff and ensure that there are adequate procurement staff on duty at any given time to avoid disruption to operations.

SKILLS & BEHAVIOURS

Accountability:

• Holds self-accountable for making decisions, managing resources efficiently, achieving and performs duties in a manner for other to look up to as a role model
• Holds the team and partners accountable to deliver on their responsibilities; giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved through setting of performance objectives.

Ambition:

• Sets ambitious and challenging goals for her/himself and their team, takes responsibility for their own personal development and encourages their team to do the same
• Widely shares their personal vision for GOAL, engages and motivates others
• Future orientated, thinks strategically and on a global scale.

Collaboration:

• Builds and maintains effective relationships, with their team, colleagues, programme clients and external partners and supporters
• Values diversity, sees it as a source of competitive strength
• Approachable, good listener, easy to talk to
• Being assertive when it is required
• Understands the need for speed in emergencies values the need for speed without compromising the procurement processes

Creativity:

• Develops and encourages new and innovative solutions
• Willing to take disciplined risks

Integrity:

• Honest, encourages openness and transparency; demonstrates highest levels of integrity

Commitments:

GOAL’s recruitment procedure is fair and transparent which is also in line with the organization’s commitment to its integrity, honesty and culture. GOAL is committed to ensure that, its performance complies with the terms and conditions of relevant agreements, applicable laws & regulations. Hence, pre-employment background checks will be conducted, and employees are required to read, understand, sign and implement different polices including safe guarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other rules and regulation of the organization.

GOAL is strongly committed not to harm the people under its care.

Do you want to join an exciting organization that brings high level impact to the community and add value to your professional advancement? Then join us if you have:

• Proven and significant 5years experience in International procurement and contract management, including an ability to review procurement demands and trends, and to develop strategies to fill identified gaps.
• Field level experience in Procurement for INGOs in international development and emergency programmes.
• Knowledge of key institutional donors and their compliance requirements in respect of logistics and procurement
• Degree/Masters or Certification in Supply Chain/Logistics Management, Business Management or related field preferred.
• Highly developed interpersonal and communication skills including influencing, negotiation and coaching.
• Experience of solving complex issues through analysis, definition of a clear way forward and ensuring buy in.
• Commitment to GOAL’s values.
• Ability and willingness to change work practices and hours in the event of major emergencies including travelling at short notice and for extended periods of time
• Highly organised with good administration skills for order and information management, able to develop filing systems and databases to ensure an auditable trail.
• A high level of computer literacy (Word, Excel and other computer package are an added advantage)
• Experience working with at least two of the following donors; BPRM, UNICEF, DFID, UNOCHA, UNHCR, ECHO, and EU with knowledge of donor guidelines.
• Ability to identify and communicate potential problems and propose solutions to the level of management and then effect change.
• Must be able to function effectively in complex work environment, set appropriate priorities and deal effectively with numerous simultaneous requirements.

·         Fluency in English, both written and spoken.

·         Flexible to work at odd hours and willingness to travel to the field offices

Desirable/Advantageous Credentials:

Understanding and experience with CASH programming desired.

• Certification in CIPS/Fritz

Note: This description is not an exhaustive list of the skill, effort, duties, and responsibilities associated with the position.

REMUNERATION and BENEFITS:

• GOAL will pay a competitive basic salary based on the salary grading with addition benefits.
• A chance to develop tangible experience.
• Being part of a team who continue to make a real difference to the lives of the most vulnerable people.