Procurement & Logistics Officer

Introduction

In the framework of the PROMETEO project, under the supervision of the Country Office Finance and Admin Head, CIFA is looking for 1 Procurement and Logistic Officer in Addis Ababa.

Organization

CIFA is an international NGO with over 40 years of commitment in protecting the most vulnerable children and youth. Working in Ethiopia for over 20 years, CIFA supports the access to primary and secondary education, especially for girls; it fights against the worst forms of discrimination and supports women’s economic empowerment. With this approach, CIFA currently works in Addis Ababa, Dire Dawa City Administration, Amhara (South Wollo), Hareri and Oromia Region.

Project

The Project “PRO.M.ET.EO: Protection of Minors in Ethiopia on the Eastern Migration Route” is a project that is planned to be implemented in Addis Ababa, Dire Dawa and Harar. The project is financed by the Italian Ministry of Interior. The Objective of the project is to Improve access to and the quality of basic services in Ethiopia, with a particular focus on migrant and vulnerable youth, ensuring their enhanced protection and integration into the community.

Position

Procurement and Logistic Officer (ProLog Officer)

Duration Contract

Annual Contract, with 60 days probation period with possible extension

Location

Addis Ababa

Key Tasks

The Procurement and Logistics Officer is responsible for ensuring efficient, cost- effective, and compliant procurement of goods and services, smooth logistical operations, asset management, and fleet coordination. Additionally, this position acts as the primary focal point for office and compound security in Addis Abeba, providing direct oversight and management of CIFA’s security guards and facility services to ensure the safety and clean maintenance of personnel, assets, and premises.

Key Responsibilities

1. Procurement Management

• Sourcing & Purchasing: Lead the procurement of goods, works, and services in strict compliance with CIFA procurement guidelines, local laws, and donor regulations (including PRAG and AICS).
• Requisition & Order Management: Process, track, and monitor all purchase requisitions (PRs) and purchase orders (POs) to ensure materials and supplies are delivered on time, to specification, and distributed efficiently to users at project and country offices.
• Vendor Management: Establish and maintain an updated, pre-qualified supplier database. Negotiate competitive rates while ensuring maximum value for money.
• Tendering & Documentation: Prepare bid documents, coordinate Tender Committee meetings, draft service contracts, and maintain orderly, audit- ready procurement files.
• Market Analysis: Keep abreast of market trends, pricing variations, and local vendor capacities to advise management on procurement strategies.

2. Logistics, Fleet, and Asset Management

• Fleet Coordination: Supervise CIFA driver, manage fuel consumption, schedule regular vehicle maintenance, and coordinate daily travel plans.
• Asset Tracking & Office Supplies: Maintain a comprehensive and up-to-date asset register (ensuring all assets are tagged and tracked) and distribute office supplies and equipment to staff in accordance with approved budgets.
• Warehousing & Store Control: Oversee storekeepers, manage inventory levels, and ensure proper storage, receipt, and dispatch of project materials.
• Office Services Management: Coordinate day-to-day office services—including utilities, photocopying, cleaning, and messenger services—to ensure all CIFA offices and equipment are utilized strictly for organizational purposes.

3. Security Oversight and Facility Management (Guards Control)

• Security Team Supervision: Act as the direct line manager for all internal security guards. Create monthly duty rosters, monitor attendance, and coordinate shift handovers.
• Standard Operating Procedures (SOPs): Ensure guards are thoroughly trained on CIFA’s security protocols, emergency contacts, visitor entry logs, and gate control procedures.
• Facility & Compound Safety: Routinely inspect fences, gates, lighting, and alarm systems. Ensure the compound is kept clean, tidy, and physically secure.
• Incident Reporting: Serve as the immediate contact for security alerts. Report any breaches, suspicious activities, or maintenance issues to the Head of Admin/Finance immediately.
• External Liaison: Coordinate with local community security structures when necessary.

Remuneration

The employee’s Gross Salary will be € 520.67 (five hundred twenty Euro / 67 cents) based on the salary scale of the Organization (Grade 4 – Step 1) and will be paid at the end of each month to the employee’s bank account.

This gross salary included monthly transport allowance and 11% pension fund as per the law of the Country and medical & life insurance as per the policy CIFA.

Qualification

Required Qualifications and Experience

Education:

Bachelor’s degree in Procurement, Supply Chain Management, Logistics, Business Administration, or a closely related field. Professional certifications (e.g., CIPS) are highly desirable.

Experience:

• Minimum of 3–5 years of progressive experience in procurement and logistics, preferably within an NGO setting.
• Proven experience managing teams, including support staff (cleaners, messengers), drivers, storekeepers, and security personnel.

Skills:

• Familiarity with major donor procurement rules (e.g., PRAG, AICS, and local procurement laws).
• Strong interpersonal skills with a firm but respectful approach to managing physical security and guarding teams.
• Excellent negotiation, problem-solving, and conflict-management skills.
• Proficiency in MS Office Suite (Word, Excel) and inventory management software.

Languages:

• Excellent communication skills in English, both written and verbal;
• Excellent communication skills in Amharic, both written and verbal