Procurement and Financial Documentation Officer

Women Empowerment-Action (WE-Action) URGENT! External Vacancy Announcement (Re)

Women Empowerment-Action (WE-Action) is an indigenous non- political, non- religious, nonprofit, humanitarian and development-oriented organization working in Ethiopia to the improvement of the social, economic, and physical well-being of the poor women in particular and the community in general. Currently the organization is operating in four regions SNNPR, Oromia,Tigry and Amhara National Regional States.

Currently, WE-Action is seeking to hire competent, qualified and interested candidate for Female applicants preferable. Note: – WE-Action has zero tolerance for sexual exploitation and abuse (SEA) and any forms of Gender-Based Violence.

I. Description of the position

Position: Procurement and Financial Documentation Officer

Reports to: Finance and Admin Manager

Salary: As per the organization salary scale

Number of positions: 1 (One),

Employment Type: for one year with the possibility of extension based on the performance and budget source

I. Scope of the position

The Procurement and Financial Documentation Officer is responsible for managing and overseeing the procurement process, ensuring the timely acquisition of goods and services within budget. This role also ensures proper documentation and record-keeping of all transactions related to procurement activities, maintaining compliance with company policies and regulations. The position also responsible for preparation of financial documents. Assist the finance unit in financial document preparation Process and track payments to suppliers and vendors, ensuring adherence to budget and payment term.

II. Procurement

• Coordinate preparation of annual procurement plans and strategies, ensuring alignment with organizational goals.
• Establish procurement team and committee with segregation of duties and provide necessary training on procurement procedures.
• Coordinate the procurement team – proforma collection committee and review and analysis committee.
• Source, evaluate, and select suppliers, ensuring competitive pricing and quality standards are met.
• Prepare and issue requests for quotations (RFQs), requests for proposals (RFPs), and purchase orders.
• Negotiate terms, contracts, and pricing with suppliers and vendors.
• Maintain and update an approved list of vendors and suppliers.
• Monitor and manage inventory levels, ensuring adequate stock levels are maintained.
• Track and evaluate supplier performance, ensuring adherence to contract terms and delivery schedules.
• Coordinate with other departments to ensure timely procurement and delivery of goods and services.
• Ensure that the procured materials are transported and distributed to the targeted groups on time

III. Financial Documentation:

• Assist the finance unit in financial document preparation.
• Ensure accurate and timely documentation of all procurement transactions, including purchase orders, invoices, contracts, and receipts.
• Maintain and update financial records related to procurement activities, ensuring compliance with accounting standards.
• Verify that all financial documentation related to procurement is complete, accurate, and approved by appropriate parties.
• Process and track payments to suppliers and vendors, ensuring adherence to budget and payment terms.

IV. Procurement compliance and reporting:

• Ensure compliance with internal and external regulations and policies related to procurement and financial documentation.
• Assist in preparing and submitting procurement reports to management.
• Support the finance team with budget tracking and forecasting related to procurement expenditures.
• Collaborate with internal departments to ensure proper documentation and adherence to financial policies.

V. Gender and Social Inclusion and Accountability

• Participate and contribute for organization gender and accountability work.
• Plan, implement and report gender equality, social inclusions and accountability activities in respective projects/programs.
• Work in collaboration with the Gender and Social Inclusion coordinator in designing and implementation of gender capacity building for field staffs

 

VI. Job Requirements

• Minimum of 1-2 years’ experience for Procurement and Material Management, Business Administration, Finance, Accounting, Supply Chain Management, or a related field and 4 to 8 years for BA in Management.

VII. Key skills and competency required

• Strong knowledge of procurement: managing procurement processes, contract management, and financial documentation. Proficient in Microsoft Office Suite (Excel, Word, PowerPoint) and financial software.
• Behave Ethically: Understand ethical behavior and organizational practices and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization. Demonstrate strong personality and integrity.
• Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization particularly with current partners and sponsors; command a professional image.
• Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner including by phone with several stakeholders; articulate the organizational’ mission, program objectives with relevant stakeholders.
• Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.
• Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
• Lead: Positively influence others to achieve results that are in the best interest of the organization.
• Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization; Proactively take actions necessary to produce results and able to work independently/with little guidance.
• Organize: Set priorities, develop a work schedule, and monitor the progress towards goals, and track details, data, information and activities.
• Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
• Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
• Reporting Skills: Quality and timely report development, strong attention to detail and editing skills
• Self- Management: Is self-directed, eager to meet and exceed objectives, and excited to take on more responsibility
• Gender Sensitive: Understands gender equality and demonstrate gender sensitive and responsive behaviors. Ability to manage culturally sensitive and differences and respond appropriately.