Procurement and Transit Officer

About the Ethiopian Red Cross Society

The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of Currently the Society has 14 regional branches, 40 zonal branches, 180 woreda branches, and 5,871 Kebele Red Cross Committees.

ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.

I. Details of the vacant position

Work Unit: Pharmaceuticals Services

Reports to: Pharmaceutical Operations Manager

Terms of employment: Permanent

2. Job Summary

Under the supervision of the Manager, Pharmaceutical Operations, the Procurement & Transit Officer facilitates the procurement process of foreign and local purchase activities of the Pharmaceuticals Services; prepares tender documents and offer analysis in cases of open and restricted tender purchases; undertakes the compilation of complete and accurate data on medicines, other related supplies and other items to be procured, the compilation and preparation of bid documents, the advertisement, soliciting of quotations from prospective suppliers and offer analysis; reviews and prepares annual budgetary requirement assessment for procurement needs of the Pharmaceuticals Services; expedites customs and other formalities for goods purchased from abroad; fulfils the necessary formalities for the release of goods from customs as soon as documents are out of the bank; prepares periodic reports pertaining local and foreign purchase activities; liaises with transit agencies to ensure timely arrival of goods at port, their systematic clearance from customs for prompt delivery to the warehouses of Pharmaceuticals Services.

3. Specific Duties and Responsibilities

• Assists in the formulation and implementation of policies and procedures designed to ensure overall economic purchasing;
• Facilitates the procurement process of foreign and local purchase activities of Pharmaceutical Services;
• Ensures proper delivery of items through communication and correspondences with authorities and agencies in moving and transporting the goods by fulfilling the required formalities including obtaining foreign exchange permits, customs clearance, etc.;
• Prepares tender documents and offer analysis in cases of open and restricted tender purchases;
• Maintains up-to-date and systematic records pertaining to prices, suppliers, procurement schedule;
• Procures medicines, other related supplies, medical equipment, assets, services, office supplies, on the basis of a procurement plan and established procedures to provide the requirement of the Central Medical Warehouse;
• Follows up and expedites the purchase process of medicines, other related supplies, medical equipment and other procurement needs of Pharmaceuticals Services on the basis of the prescribed specifications;
• Undertakes the compilation of complete and accurate data on medicines, other related supplies, medical equipment and other items to be procured, the compilation and preparation of bid documents, the advertisement, soliciting of quotations from prospective suppliers and offer analysis;
• Studies effective purchasing techniques and proposes reform measures on existing procedures, forms and processes in a way that ensures economy and efficiency;
• Follows up the timely implementation of purchase orders up to delivery and notifies appropriate authorities in case of irregularities of delivery, etc.;
• Reviews and prepares annual budgetary requirement assessment for procurement needs of the Pharmaceuticals Services;
• Prepares discrepancy reports on commodities supplied and files appropriate claims with the manufacturers/suppliers and coordinates insurance claims related to loss or damage of goods in transit to the Pharmaceuticals Services;
• Ensures the proper maintenance of requisitions, purchase orders, invoices, receiving reports, shipping and other documents;
• Prepares and presents complete, accurate and appropriate procurement and payment documents for approval and processing;
• Reviews documents submitted by the suppliers to ensure compliance with procurement requirements, policies and procedures;
• Ensures that the proper number of Performa invoices are collected and selection is done as per the procurement policies and procedures of Pharmaceuticals Services;
• Expedites customs and other formalities for goods purchased from abroad;
• Maintains good working relationships with transit service providers to expedite other formalities for the clearing of goods found in the port customs;
• Fulfils the necessary formalities for the release of goods from customs as soon as documents are out of the bank;
• Ensures that documents such as invoices insurance certificates, bills of loading, bank permits, packing lists, cancellation tickets, etc. are sent to the concerned agent when goods are cleared though transit services;
• Handles all relevant correspondence with suppliers, insurance companies and transit agencies to expedite delivery of goods, clearance of shipments, claims of short landing and /or damage;
• Prepares periodic reports pertaining local and foreign purchase activities;
• Liaises with transit agencies to ensure timely arrival of goods at port, their systematic clearance from customs for prompt delivery to the warehouses of Pharmaceuticals Services;
• Monitors market response to medicines, medical supplies and equipment supplied by Pharmaceuticals Services with the objective of assessing the opinion of prescribers, dispensers and consumers;
• Takes minutes of Pharmaceuticals Services procurement committee meetings,
• Performs other job related duties and responsibilities of the job as assigned by the Manager, pharmaceutical operations.

4. Job Specification

Second/First degree in Pharmacy/ Procurement Management/ Management/Materials Management and 4/6 years related work experience.