Procurement & Logistics Officer

JOB SUMMARY

Procurement & Logistics Officer is responsible for coordinating the delivery of all procurement and logistics related activities in accordance with the organization’s procurement and logistics policies and procedures. He/she facilitates operational country assessments, including purchasing, facilities, and fleet management. He/she serves as a co-point for contact for procurement and will be responsible for developing and standardizing operational processes and systems in accordance with country office guidance and directives. He/she collaborates with colleagues across departments to identify procurement system needs, process bottlenecks, and to develop unique solutions to enable more timely, efficient, and accountable operations. He/she supports the procurement Manager in realization of service contracts, leases, and rental agreements; and supports logistics regarding the logistical needs of training, workshops, and meetings. The Officer is responsible for making sure that all procurement and logistics requests of various departments of HFHE are served in quality and timely manner

Essential Duties and Responsibilities:

• Support the Sr Specialist Procurement and Logistics and conduct overall logistical and procurement actions within the HFHE, including Procurement, Property and Assets Control, Supply and warehousing, Service/Maintenance, Transport and vehicle and contractual agreements.
• Facilitate the overall design and management of HFHE’s annual procurement plan and ensure that the plan is submitted on a timely basis.
• conduct market assessments for registration and set up of vendor list, develop vendor database and generate monthly and bi-yearly procurement progress report.
• support the Coordination of transportation of construction materials, supplies, equipment etc. using either HFHE or rented vehicles for the purpose of picking up and delivering items to designated sites.
• Review the Cost vs Budget Analysis (CBA) report and sign on to the minutes of Procurement Committee for approval by respective managers based on their respective delegation of authority.
• support in designing an appropriate supply structure and plan, in line with HFHE standards and procedures and ensure its effective and efficient use for procurement related projects.
• Prepares contract agreement based on Competitive Bidding Analysis (CBA) done by the Procurement Committee,
• Reviews Purchase Order (PO) in the name of selected supplier using accounting software and signs on the order for accuracy and completeness of the PO.
• Prepare and maintain purchase records, vendor lists and agreements, reports, and updated price lists for various purchasing needs of the organization.
• update, completeness and accuracy of logbooks, spare parts, and records of each HFHE vehicle, and file them periodically in their permanent records.
• Prepare RFQs, bid documents ensuring they are adequately supported by the required specifications and TORs for procurement of goods, services, and professional consultancy service in accordance with Habitat’s Procurement policy.
• Prepare Invitation for Bids and arrange for the publication with the newspapers in accordance with tendering procedures.
• Draft and review completeness of bid proposals before they are posted; solicit and negotiate competitive pricing from vendors including technical and financial document.
• Regularly generate and update procurement status reports, keep track of procurement activities,
• Compile procurement documents for proper payment requests and subsequent audit trials.
• Facilitate repairs and maintenance of properties owned or leased by Habitat for Humanity Ethiopia.
• Maintains database of preferred or pre-qualified vendors/suppliers for procurement of goods and services fixed for such type of procurement method, and update suppliers’ contract performances.
• Ensure transport needs are met on time and efficiently managed with sound transport need scheduling so that operational and programmatic activities run smoothly.
• Coordinate asset management, insurance for vehicles, personnel, and property, fleet management, and supplier reviews and quality control.
• Coordinate, assign, review, and participate in the work of staff responsible for purchasing and logistics services.
• Exercise considerably independent judgment in making purchasing and logistical decisions in accordance with Habitat Policies and procedures.
• Keep records of purchase order, vendor or supplier agreement and financial documents and submit for payment process Ensures all suppliers are terrorism vetted (Bridger Insight).

Safeguarding

• Plan activities with safeguarding considerations and share safeguarding expectations with clients during activities.
• Take proactive mitigation measures to address safeguarding risks and update risk assessments regularly.

Duration of the contract: - 1 year with possibility of an extension.

Duty Station:  Addis Ababa

Salary:  Negotiable

Required number: – 1

Vacancy Closing date: – January 06

Minimum Requirements:

• Bachelor of Arts in Logistics and Supply Chain Management with a minimum of 3 years’ experience in a similar job.
• Must have knowledge of supply management, customer service, applicable regulations and standards, administration, and management of commodities.
• Knowledge of regulations and requirements of International nongovernmental organization is advantageous.
• Strong problem-solving, analytical, trouble-shooting skills
• Excellent computer skills. Proficiency with Microsoft Office products (Excel & Word required).
• Ability and willingness to travel to project sites. Good written and oral communication aptitude both in Amharic and English and interpersonal skills. Ability to work independently.

Active support of HFHI Values:

• Humility – We are part of something bigger than ourselves
• Courage – We do what’s right, even when it is difficult or unpopular
• Accountability – We take personal responsibility for Habitat’s mission

Safeguarding: HFHI requires that all employees take seriously their ethical responsibilities to safeguarding our intended beneficiaries, their communities, and all those with whom we work. Managers at all levels have responsibilities to support and develop systems that create and maintain an environment that prevents harassment, sexual exploitation and abuse, safeguards the rights of beneficiaries and community members (especially children), and promotes the implementation of Habitat for Humanity’s code of conduct.