Procurement Expert

Internal/External Announcement

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.

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.

Education and Work Experience:

• Masters or Bachelors 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.
• Proficiency in local languages is preferable.
• Not a member of a political party.

Behavioural competencies:

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