Procurement Officer (Deadline: Nov 14, 2022)

JOB SUMMARY:

The Procurement Officer will be an integral member of the Operations team and will provide oversight of procurement in Lifewater International while working closely with the Programs and Finance Departments. He/ she will be responsible for ensuring that all procurement and contracts are in compliance with the LI Procurement Manual and with the Public Procurement and Disposal of Public Assets (PPDA) Act & Regulations of the FDRE and relevant NGO regulations. Specific areas of focus include the following:

KEY AREAS OF RESPONSIBILITY

Coordinate the LI Program procurement process by

• Ensuring the preparation of a Consolidated Procurement Plan and Disposal for goods and services in accordance to LI Procurement Manual and PPDA guidelines of the FDRE
• Drawing procurement plans in line with LI approved budget and follow up for smooth execution.
• Ensure compliance to that LI procurement policy by all staff
• Assisting the program staff in creating clear and understandable purchase requests (PR) and other documentation
• Ensuring a working Procurement Committee of which you are part is working in relation to sealed quotation procedures, tender preparations, opening, evaluation and award process, documentation of all committee meeting decisions
• Develop newspaper adverts on call for bids
• Participating on the prequalification of suppliers.
• Collecting quotations and bids from the market as requested by the managers and as per LI standards and formats
• Liaising with suppliers and other stakeholders to ensure timely delivery of goods and services as per contract to respective LI field offices and ensure GRNs are issued while inadequate, broken, lower quality goods not meeting the requirements of the order are rejected.
• Receiving all bids from suppliers and ensuring that proper procedures of receipt of bids are followed as the government regulations.
• Organizing for the opening of bids in line with government regulation.
• Participating in evaluation of bids and compilation of evaluation reports in line with government regulations.
• Ensuring the safe custody of all bid documents, Purchase Requests with all the supporting documents and contracts, as well as having all information like bid notices, best-evaluated bidder, notification of award is displayed and posted on LI Notice Boards and Website.
• Drafting letters / contracts as well as updating them into the respective databases periodically
• Liaising with Accounts team to have the availability of procurement funds and timely payment of suppliers.
• Negotiating prices with suppliers and preparing the local purchase orders to the suppliers
• Processing payments for completed procurements ensuring acknowledgment in terms of GRNs, Completion Certificates 

Other general duties:

• Provide Orientation to new staff on Procurement procedures from time to time to new recruits in line with LI policy.
• Prepare monthly procurement reports and ensure their timely submission to the Country Director.
• Conduct site visits for construction-related procurements in collaboration with Engineers and other Program staff to verify materials and other direct deliveries made to beneficiaries.
• Conduct market surveys for prices and maintain a list of prices for commonly purchased items in all Program areas of operation.

Key Performance Indicators (KPIs)

• Consolidated Procurement Plan in place
• Prequalification of suppliers
• Contracts management
• Timely Procurement of goods and services
• Timely payment of suppliers.

REPORT TO: Finance Manager

LOCATION: Hawasa, Ethiopia

TERMS OF EMPLOYMENT: One-year contract with possible extension based on performance and availability of budget           

NUMBER: ONE

Experience and Qualifications

•  Bachelor’s/Master’s degree in Procurement and Logistics or a closely related field.
• Possession of professional qualification -Chartered Institute Purchasing &Supply (CIPS) is an added advantage
• At least 3 years of experience in Logistics and Procurement Management in a reputable organization is an added advantage.
• Computer knowledge including, but not limited, to MS Word, Excel, Navision, PowerPoint, and Access.
• Knowledge of IPSAS and other relevant government regulations.
• Not driving license but driving skill is an added advantage

PERSONAL SKILLS, QUALITIES, & COMPETENCIES

• Good judgment, strong communication skills, and high integrity
• A clear understanding of procurement ethics and donor compliance is essential.
• A demonstrated ability to multi-task and process information into action such that program activities are not delayed.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently.
• Ability to prioritize, problem solve and simultaneous attention to detail as well as strategic vision are essential.
• A strong commitment to teamwork and accountability
• Well-developed analytical and reporting skills.
• Commitment to the mission, vision, and core values of Lifewater International