Procurement Officer

IR/INT/EXT/VN/025.23
May 09, 2023

Post Title:                      Procurement Officer

Duty Station:                Country Office, Addis Ababa

Duration:                        Six months with possible extension

Reports to:                    Logistics Coordinator

Salary:                             As per the organization scale

Deadline:                        May 16, 2023

Introduction

Islamic Relief is an international relief and development charity founded in 1984 with its headquarters in Birmingham, UK. As well as responding to disasters and emergencies, Islamic Relief promotes sustainable economic and social development by working with local communities – regardless of race, religion or gender. The office officially started operation in Ethiopia in 2004. Islamic Relief Ethiopia (IRE) is operational in the Somali Regional State with a base office in Jigjiga, Hargelle, Elkere, Bare, GG and Dekasuftu, Afar Regional State; Ewa, Awra and Gulina; Oromia regional State, West Harergeye, Chiro and Meayso Woredas and an additional operational office in Addis Ababa. For more information please visit our website: http://www.islamic-relief.org/work-with-us

We are looking for talented people to join us in making a difference to the lives of millions. We want people with integrity, people who are fair, impartial, honest and truthful. If you think you embodied these values then this is the place for you and your career. We promote learning organization features.

Job Purpose

The main purpose of the job is to plan and manage all aspects supply chain; ensue RFQ process, competitive bidding, negotiation, and awarding of contracts are intact as per IRE procedure; Moreover, Procurement officers are responsible for evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient and of high quality.

Key responsibilities

Procurement

1. Under the direct supervision of Logistics Coordinator, compiles all procurement orders for goods & services needed in accordance with the terms and conditions stipulated in the concerned grant agreement and prepare a contract agreement for the process;
2. Ensures availability of funding before the procurement order is placed in consultation with Finance and that IR policies and procedures governing procurement of goods and services are strictly observed;
3.  Leads the compilation of service/procurement plan, collection of proforma, bid announcement and evaluation, in accordance with the terms and conditions stipulated in the concerned Grant agreement;
4. Assists the Logistics Coordinator in tender procurement process i.e. bid announcement, bid opening, agreement preparation, documentation and etc.;
5. Establishes and maintains records of vendor, purchase request, purchase order, receiving, shipping and all associated logs as required;
6. Supports the importation of goods and clearance through customs when there is a need, ensures adequate and suitable storage space is available for incoming commodities/goods;
7. Establishes and facilitates periodically updated list of qualified consultants, service providers  and  suppliers;
8. Generates Purchase Orders and produce Vendor Master List in AX system;
9. Assists in producing periodical fixed asset for Donor’s /Government as required;
10. Ensures that the inventory records are update upon the arrival of new assets and report to the Logistics Coordinator; the completeness of the store records, periodically monitoring the store movements of the Country Office and Field Area Offices;
11. Supports field teams in procurement matters.

Reporting

1.  Prepares periodical report detailing goods procured, received, dispatched, and in the pipeline with required quality; periodical reports of the Goods/Service status report;
2. Performs other duties as required by the office.

Personal Specification

Formal Education/Qualification and Work Experience

• Bachelor’s degree in Management, Business Management, Supplies Management  or related fields with 4 years of work experience.
• Proven experience in Logistics and Procurement Management preferably in INGO.

 Skills and Competences

•  Negotiations, Supplier Relationship Management skills.
• Must have high ethical standards and able to plan, prioritize and organize self and others.
• Good IT skills, MS Office applications.
• Excellent interpersonal skills – builds good relationships with internal and external stakeholders.
• Good verbal and written communication skills in English and Amharic.
• Ability to manage a complex and demanding workload with flexible behaviour.
• Commitment to humanitarian principles and action.

Safeguarding and Equal Opportunity

 Islamic Relief and Islamic Relief staff considers the welfare and protection of children, young people and people at risk to be paramount to the organization. And must adhere the principle of ‘do no harm and leave no one behind.’ It is critical we do not expose communities or staff we work with to the risk of harm through our interventions.  With a zero tolerance approach Islamic Relief have a number of related policies which also describe standards in behavior expected from the organization, its staff and representatives towards each other and those we serve. Islamic Relief is committed to responding swiftly, appropriately and constructively to any and all information children, young people and people at risk have disclosed.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. We participate in the Inter Agency Misconduct Disclosure Scheme and will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and child abuse during employment, or incidents under investigation when the applicant left employment before signing the contract agreement.

Islamic Relief believes everyone has the right to be safe, respected and valued regardless of who they are or their circumstances, and an equal employment opportunity  to all candidates and qualified applicants, we do not discriminate on the base of age, sex, race, color, religion, national or ethnic origin, disability status and diversity.