Procurement officer

Internal /External Vacancy Announcement

The Ethiopian Red Cross Society (ERCS) wants to recruit employees in the following vacant position the details of which are mentioned below.

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 14 Regional Offices, Zonal Branches and District/Woreda Branches, Woreda Red Cross Committee and 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.

• Work Unit: Procurement and Customs Clearance Division
• Reports to: Procurement and Customs Clearance Division Manager
• Terms of employment: Permanent after probation period

Job Summary

The Procurement Officer plays a critical role in ensuring the efficient and cost-effective acquisition of goods and services to meet organizational needs. This position is responsible for assisting in the development and implementation of procurement policies, conducting market research, managing supplier relationships, and overseeing the end-to-end procurement process—from soliciting bids to delivery and documentation. The Procurement Officer ensures compliance with organizational policies and procedures, maintains accurate records, and facilitates both local and international purchasing activities while driving continuous improvements in procurement practices.

Key responsibilities include analyzing supply markets, preparing tender documents, conducting offer analyses, ensuring timely procurement of quality goods at competitive prices, and coordinating procurement activities. Additionally, the role involves maintaining systematic records, preparing discrepancy reports, handling claims and supporting budgetary planning and monitoring. The Procurement Officer collaborates closely with internal stakeholders and external suppliers to ensure seamless operations and contributes to enhancing the efficiency and effectiveness of the procurement function through innovative recommendations and strategic insights.

II. Specific Duties and Responsibilities

• Assists in the development and execution of policies and procedures designed to ensure efficient and economic procurement;
• Conduct survey to assess the supply market and compile comprehensive data on goods to be procured. Prepare bid documents, the advertisement, soliciting of quotations from prospective suppliers, and conduct analysis of offers based on pro-forma invoices.
• Procures the right quality and quantity of low-value and frequent procurement needs such as spare parts, office supplies, and other consumables at the right price and time from the right supplier;
• Prepares tender documents and offer analysis in cases of open tender purchases; maintains up to-date and systematic records pertaining to prices, suppliers, procurement schedule;
• Prepares and presents complete, accurate, and appropriate procurement and payment documents for approval and processing;
• Conducts offer analysis upon collection of pro-forma invoices;
• Facilitates the procurement process of foreign and local purchase activities by fulfilling the required formalities including obtaining foreign exchange permits, customs clearance;
• Carries out clearance formalities of acquired relief items, foreign purchases and expedites the transit of incoming acquired and procured items to destinations arranged by the National Secretariat;
• Follows up the transit process of acquired and procured items through appropriate means of communication and correspondences with authorities and agencies and reports to superior in cases of difficult ties;
• Manage the purchase of capital goods and consumables based work unit specifications and purchase committee guide lines;
• Reviews and prepares annual budgetary requirements for consideration by superior;
• Maintain an updated list of suppliers for both foreign and local procurement needs.
• Recommend and implement improvements in procurement processes and procedures;
• Initiates and recommends change for continuous improvements of procurement activities through studies of purchasing policies and procedures;
• Ensures that proper and adequate insurance coverage is secured for the movement of goods inland transit;
• Prepares discrepancy reports on commodities supplied and lodges appropriate claims with the manufacturers/suppliers and coordinate insurance claims related to lose, shortage, damage, and theft of items in transit;
• Ensures the proper maintenance of requisitions, purchase orders, invoices, receiving reports, shipping, and other documents;
• Review samples and documents from suppliers to ensure compliance with procurement requirements, policies, and procedures;
• Assists in budget preparation, budget monitoring and long-range planning and goal setting for the Society’s Procurement activities;
• Performs other related duties and responsibilities of the job as assigned by the Procurement Manager.

III. Job Specification

• Second/First degree in Supply (Chain) Management, Management, Procurement Management, Materials Management, Marketing Management, Business Administration
• 4/6 years related work experience