Procurement Expert -Jimma

ORGANIZATIONAL OVERVIEW

The National Election Board of Ethiopia (NEBE), re-established by proclamation No. 1133/2011, is the constitutionally mandated body to conduct elections, organize referendum and regulate political parties in Ethiopia. NEBE is working to boost its’ institutional strength with a special focus on enhancement of human resource capacity. Accordingly, NEBE would like to invite applicants for Procurement Expert position who meet the following requirements.

Required number: One

Reports to: Head of Regional Office

Duty station: Jimma

Duration: Permanent

Salary: As per the organization salary scale (Competitive)

Job Summary

The Procurement Expert is responsible for executing procurement processes, managing vendor relationships, and ensuring the timely and cost-effective acquisition of goods and services at regional level. This role involves implementing procurement strategies, evaluating supplier performance, and maintaining compliance with procurement policies and regulations. The Procurement Expert plays a key role in supporting the organization’s procurement objectives and contributing to its overall efficiency at regional level.

Duties and responsibilities

• Execute end-to-end procurement processes, including vendor identification, sourcing, bidding, and contract award of the regional office.
• Coordinate the procurement of goods and services, ensuring timely delivery and cost-effectiveness.
• Receive purchase requests from different departments and review requests to make sure that requirements or specifications are developed as complete and accurate as possible.
• Compile and categorize all purchase requisitions forms accurately and on a timely basis to ensure that all procurement requests are captured.
• Compile user specifications, prepare tender documents as per the specification, invite suppliers and compile summary of suppliers’ bid proposals.
• Prepare and process purchase orders in accordance with specifications.
• Prepare payment documents and submit for payment.
• Receive procured goods and services and check received items from selected suppliers are based on purchase order and according to specification.
• Coordinate and monitor the delivery of goods and services by suppliers, inspect and compare deliveries against specifications and purchase order to spot if there are any discrepancies.
• Evaluate supplier proposals, negotiate contracts, and establish agreements that align with the organization’s needs and budget of the regional office.
• Monitor vendor performance, resolve issues, and maintain positive vendor relationships.
• Communicate any claims to suppliers to ensure substitution for or return of defective items and shortages.
• Ensure procurement activities comply with organizational policies, industry regulations, and legal standards.
• Prepare and maintain accurate procurement records, contracts, and documentation.
• Analyze procurement costs and identify opportunities for cost savings and process improvements.
• Participate in cost-effective procurement planning and budgeting.
• Collaborate with quality control teams to ensure procured goods and services meet the organization’s quality standards.
• Address quality issues promptly and work with vendors to resolve discrepancies.
• Prepare regular reports on procurement activities, supplier performance, and cost analysis.
• Analyze procurement data to identify trends and areas for process optimization.
• Uphold ethical standards in procurement processes, emphasizing transparency, fairness, and integrity.
• Promote compliance with the organization’s code of conduct and procurement policies.
• Conduct procurement activities requirements of the head office needed at regional office up on demand.
• Handle any other procurement related activities as requested by the immediate supervisor.

Specification:

Education and Work Experience:

• Master’s or Bachelor’s in Logistics and Supply Chain Management, management, Economics, purchasing and supplies management, Marketing or other related fields
• 5 years for Masters or 7 years for BA

Know-How (Skills) (Technical competencies):

• Knowledge of procurement regulations, industry best practices, and supply chain management.
• Strong negotiation skills and ability to establish mutually beneficial vendor relationships.
• Attention to detail and excellent organizational skills.
• Proficiency in procurement software and tools.
• Strong communication and interpersonal skills.
• Knowledge of local and Federal working languages,
• Not a member of a political party.

Behavioural competencies:

• Adaptability/ flexibility
  • Team Player
  • Conflict resolution
  • Problem Solving
  • Analytical thinking
  • Collaborations
  • Working under stressful conditions