Procurement and Logistics Coordinator

• Manage the entire process in the planning of procurement activities, ensuring effectively-functioning processes to avoid costly delays based on projects’ procurement plans;
• Keep effective lines of communication between the Project/Program Managers and the procurement team to ensure priority requirements, timely delivery of goods, works and services using the FH Ethiopia procurement procedures and guidelines;
• Lead full compliance of procurement activities with the FH Ethiopia Procurement Manual and Donor’s Regulations;
• Implement effective internal control, proper design and functioning of a client-oriented procurement management system for projects and related reporting requirements;
• Ensure effective use of internal Standard Operating Procedures in Procurement, control of workflows, continuous business monitoring and improvements in systems and processes;
• Manage and monitor all transactional procurement including tendering processes, evaluation, contracting, contract management, legal considerations, payment conditions, contractor’s performance evaluation and risk assessment; this will include preparation of appropriate procurement documentation leading to the approval of Purchase Orders and contracts;
• Review quarterly procurement status report for all purchases and share the Report with the Operations Manager and Project Managers;
• Review procurement guidelines and manuals to streamline, standardize and improve integrity of procurement processes including Odoo procurement.
• Provides specialist advice, guidance and service on best procurement practice to staff; and builds the capacity of FH Ethiopia in procurement risks-based identification, assessment and management;
• Supports project managers in developing realistic procurement budgets and advises on market changes in prices of regular products;
• Undertakes regular spend, supply markets and savings analysis;
• Produce regular reports on procurement performance and performs in-depth analysis including spend analysis, procurement lead times, savings secured and wastage analysis;
• Provides technical support on matters relating to procurement in accordance with statutory requirements and procedures;
• Undertake market research and surveys on a regular basis;
• Prepares tender documents and ensures effective tendering process management including planning, strategic sourcing and category management, risk management, and project management.

Key Result #2: Supplier Management

• Manages key supplier relationships and third-party service providers to deliver breakthrough performance in cost, service and quality, including technical input to negotiations on strategically significant contracts;
• Develops, maintains and manages a supplier base that serves the procurement needs of FHE-Ethiopia, develops and implements strategies to evaluate and improve Supplier performance in terms of on time delivery, quality specifications, waste and cost reductions;
• Lead on procurement related negotiations with suppliers to ensure savings are achieved, and value for money and efficiencies are secured for FH Ethiopia.
• Evaluate potential suppliers using developed and agreed criteria to support alignment and understanding of the expectations and requirements of engagement;
• Monitor and report on the performance of selected vendors to ensure timely delivery in line with contractual obligations and performance metrics and ensure deactivation/blacklisting of non-performing vendors or vendors that deliver substandard goods;
• Manage outward communication to vendors to facilitate understanding and awareness of organizational strategic direction, changes and challenges;
• Manage the interaction between vendors and internal teams to provide adequate visibility of interdependent initiatives and program activities;
• Liaise with procurement vendors to review, report on and revise contractual agreements as necessary;
• Monitor initiation of vendor enlistment process; review checklist, vendor evaluation, vendor documentation for vendor selection processes and maintain updated Approved Vendor List (AVL)
• Work on prequalification of suppliers for different categories of goods, services and works.
• Ensure enterprise-wide needs for due diligence, risk assessment and continuous vendor monitoring are being accomplished;
• Tracking, measurement, reporting and evaluation of vendor performance and ensure yearly vendor deactivation and/or delisting process;
• Ensure debarment checks are done for all Vendors and Consultants;
• Troubleshoot all vendor problems and present to management as required.

Key Result #3: Fleet Management, Warehouse Management and Asset management

• Maintain daily vehicle movement schedule and records and assign vehicles (including motorcycles) as needed providing daily movement schedule by the close of business the previous day.
• Demonstrate the effectiveness of the fleet management by boosting efficiency, enhancing productivity, controlling costs to guiding the CO towards successful decisions.
• Provide regular submission of logistics and assets, in particular fleet management reports and generator reports.
• Support inventory management of all expendable and non-expendable items under the projects. Initiate regular warehouse physical inventory counting and prepare reports on it
• Initiate verification, maintenance, monitoring and write-off/disposal as may be appropriate in compliance with established rules and procedures.
• Support function of warehousing within FHE operations and produce official release and receiving documents.
• Support FHE logistics function and assist with planning and goods deliveries, and provide information on the status of requests and the availability of items in the FHE supply chain system.
• Monitor receive and release supplies based on received authorizing documentation. Verify quantities and quality (including packing) according to goods receipt document, packing lists, waybills, pre-delivery inspection reports or purchase orders and report discrepancies if any.
• Monitor the quantity and quality of the stored supplies and report on irregularities, if any, in relation to storage, receipt or dispatch & security of the warehouses.
• Maintain records and ensure appropriate filing for all documentation related to movements in and out as well as monthly warehouse stock taking reports.
• Perform monthly physical inventory checks, provide monthly stock reports and data on receipts/releases, and immediately report on any variance. Assist in regular/random physical stock taking in the warehouse.
• Develop plans for capacity building of warehouse staff.
• Ensure that relevant tools are in place for inventory
• Ensure that the field Office assets are tagged and properly kept (including individual lists of office equipment).
• Ensure that inventories are made in all offices at least once a year.
• Ensure that inventory documentation is kept up to date in all offices.
• Coordinate and ensure that the reconciliation of all offices and partners’ inventories is done with databases.
• Produce annual inventory and reconciliation report to management.
• Monitor life-cycle/shelf-life of assets and equipment.
• Monitor all sub-equipment accounts to ensure there is no waste, fraud or misuse of equipment or materials and that surplus or excessive stocks of equipment are not being held.
• Analyze data on vehicle use and cost, submit a monthly report to the Operations Manager on a monthly, weekly or as and when required for management.
• Provide adequate information on fleet with appropriate recommendations for maintenance and renewal of the fleet.
• Ensure that new vehicles are correctly registered, insured, etc. and initiate the process of renewal of documentation as required.
• Keep a record of annual fleet renewal documentation and process renewals accordingly.
• Manage the allocation and movement of vehicles at the country office.
• Ensure the country office and vendors vehicles have safety equipment needed such as first aid boxes, fire extinguishers etc.
• Effectively maintain strict adherence to FHE policies on travels, including wearing seat belts, speed limits and ensure drivers have regular training in this area.
• Maintain an overall chart and individual vehicle and generate files showing maintenance schedules, data of insurance renewals, road worthiness certificates, ECOWAS brown cards, etc.
• Manage admin activities and create conducive working environment across the region.

Key Result #4: Leadership and People Management

• Provides leadership to the procurement and Logistics staff across the region.
• Liaises with HR in carrying out staff training needs assessments and recommends training programs to address performance gaps.
• Maintains staff discipline and ensures effective handling of staff grievances in consultation with HR unit;
• Perform any other duties as may be assigned.