Job Description
AN INTERNATIONAL LEADING NGO BASED IN ETHIOPIA
Internal/External Vacancy Announcement
Organizational Overview
Driven by the vision that everyone needs a decent place to live, Habitat for Humanity began in 1976 as a grassroots effort on a community farm in southern Georgia. The organization has since grown to become a leading global nonprofit working in nearly 1,400 communities throughout the U.S. and in nearly 70 countries. Families and individuals in need of a hand up partner with Habitat for Humanity to build or improve a place they can call home. Through financial support, volunteering or adding a voice to support affordable housing, everyone can help families achieve the strength, stability and self-reliance they need to build better lives for themselves.
Habitat for Humanity Ethiopia (HFHE) started operation in 1993 as a branch of Habitat for Humanity International (HFHI). HFHE has provided simple, affordable shelter for families in Ethiopia while also working to improve Water, Sanitation and Hygiene and empower Vulnerable Groups in the country.
Job Purpose:
Procurement Assistant will work closely with for the procurement officer on procuring goods and services that includes equipment, construction, and other materials, supplies and services Habitat for Humanity Ethiopia based on the procurement policies of the Habitat for Humanity International and the donor requirement. S/he follows the proper management and handling of procurement process
Main duties and responsibilities
- Assist on annual procurement plan are submitted on timely bases while following the appropriate process and formality and implementing accordingly.
- Assist in ensuring all procurement is conducted in a fair and ethical manner with procurement team members
- Assist procurement officer on preparing contract agreement, contract of service, and detailed bid analysis based on Performa Invoices and prepares Purchase Order in the name of selected supplier using accounting software.
- Assist the procurement officer on preparing RFQs, bid documents ensuring they are adequately supported by the required specifications and TORs for procurement of goods, services, and professional consultancy service in accordance with Habitat’s Procurement policy.
- Assist on preparation of Invitation for Bids and arrange for the publications with the newspapers in accordance with Tendering procedures.
- Arrange for Specific Procurement Notices/RFQs to be sent to suppliers who are targeted to respond to specific Procurement Notice in consultation with the procurement officer.
- Assist on regularly generate and update procurement status report, Keep track of procurement activities, compile procurement documents for proper payment request and subsequent audit trails.
- Assist on maintaining database of preferred vendors/suppliers, and update suppliers’ contract performances.
- Files all procurement documents in an orderly manner for control and reference purposes.
- Assist on collect of Performa Invoices and presents to the procurement committee for further processing or evaluation.
- Check goods invoices, goods inwards receipts and other (delivery) papers and payment instruction.
- Assist on conducting market assessment, and share the complete CBA documents
- Organize on taking minute for any procurement issues (meetings)
- Assist on preparing Bid submission form, bid sale form and attendance sheet for bidders and Selling construction bid documents for preferred vendors.
- Assist on making sure that records of purchase order, vendor or supplier agreement and financial documents and submit for payment process
- Assist in the proper supply chain management that procured items have been dispatched to their respective destinations and have been acknowledged by the receiving parties.
Terms of employment: One year with possibility of extension
Required number: 1
Job Requirements
Qualifications
- BA in supply Chain Management
- 1 year of related experience and above.
- Must have knowledge of supply management, customer service, applicable regulations and standards, administration and management of commodities.
- Knowledge of regulations and requirements of International nongovernmental organization is advantageous.
- Commitment to the mission, vision and values of Habitat for Humanity International.
- Very good written and oral communication aptitude both in Amharic and English and strong interpersonal skills.
- Ability to work independently.
- Strong problem-solving, analytical, trouble-shooting skills
- Excellent computer skills. Proficiency with Microsoft Office products (Excel & WORD required);
How to Apply
Interested applicants are invited to send non-returnable:
- Application letter that explains why you fit for the post should be quoting “Procurement Assistant – Habitat for Humanity Ethiopia”
- Updated CV not more than 5 pages maximum
- Three work related referees including the one must be last immediate supervisor and HR with their details of name, position, contact phone and email should be indicated on the application letter.
- All documents should be sent to Human Resources Department, by email through hfheapplication@habitatethiopia.org
- Those who does not fulfill the above requirement will not be considered for next steps and only short-listed candidates will be contacted for further screening.
Female candidates are encouraged to apply.
Habitat for Humanity Ethiopia has a zero tolerance to Sexual Exploitation and Abuse of partner families and all staff. Protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility, and all staff are required to adhere to the Code of Conduct, that protects principles of PSEA, at all times (both during work hours and outside work hours).
