Procurement Officer – Habitat for Humanity Ethiopia

  Internal/External Vacancy Announcement 

Organizational Overview

Driven by the vision that everyone needs a decent place to live, Habitat for Humanity began in 1976 as a grassroots effort on a community farm in southern Georgia. The organization has since grown to become a leading global nonprofit working in nearly 1,400 communities throughout the U.S. and in nearly 70 countries. Families and individuals in need of a hand up partner with Habitat for Humanity to build or improve a place they can call home. Through financial support, volunteering or adding a voice to support affordable housing, everyone can help families achieve the strength, stability and self-reliance they need to build better lives for themselves.

Habitat for Humanity Ethiopia (HFHE) started operation in 1993 as a branch of Habitat for Humanity International (HFHI). HFHE has provided simple, affordable shelter for families in Ethiopia while also working to improve Water, Sanitation and Hygiene and empower Vulnerable Groups in the country.

JOB SUMMARY

Under direct supervision of the Finance & Admin Manager, the Procurement Officer is responsible for the management of all procurements and assist with processing service contracts, leases and rental agreements; and supporting project trainings, workshops, meetings and surveys in the field in full compliance with Habitat for Humanity Ethiopia policies and procedures. The Procurement Officer is responsible for making sure that requests of various departments, are serviced in a quality and timely manner and ensures the provision of efficient and timely procurement and contract administration support including field offices.

Essential Duties and Responsibilities:  Procurement function

• Lead the preparation of annual procurement plan in coordination with departments
• Organize and conduct market assessment for registration of vendors, develop vendor database and generate report for approval
• Review and confirm correctness of Purchase Request (PR) with Procurement Committee (PC) and purchasing requesting department before approvals and proforma collection
• Assist in the development of standard specifications for office equipment, and other materials and services
• Collect pro forma invoices from vendors (approved list) and prepares competitive bid analysis (CBA) in collaboration with procurement committee
• Organize minutes of the procurement committee, and respective signatories and submit the final CBA for approval based on delegation of authority
• Prepare Purchase Order (PO) in the name of winning vendor and get approval from ND or his/her delegate only.
• Communicate service providers for the timely delivery of the services at appropriate places and connect to logistics officer.
•  Ensure the delivery of the purchased items to HFHE’s store as per the PO issued and ensure the security of related documents.
• Establish and maintain proper supplier relationship with vendors through creation of awareness once every year.
• Prepare and maintain purchasing records, vendor agreements, financial documents, reports, and price lists
• Comply with and maintain knowledge of applicable rules, legislation, regulations, standards and HFHI/HFHE procurement terms and conditions
• Prepare applications and follow up the process of tax exemption to secure tax-free status for imported materials
• Prepare monthly procurement status report (PSR) to be shared with SMT through FAM
• Prepare/review statements of advertisement on newspapers for bid process.
• Oversee payment preparation and documentation and liaise closely with the finance team concerning payment of purchased and delivered goods and services.
• Oversee the filing of payment certificate, bonds, and agreements, bid documents
• Perform any other duties as may be assigned and requested by supervisor

Duration of the contract:  One year with possibilities of extension.

Required number: – 1

Minimum Required:

• Undergraduate degree in supply chain management, procurement, and logistics with a minimum of 5 years’ experience in 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.
• Commitment to the mission, vision, and values of Habitat for Humanity International.
• Very good written and oral communication aptitude both in Amharic and English and strong interpersonal skills.
• Strong and acceptable work attitude
• Ability to work independently with minimum supervision.
• Strong problem-solving, analytical, trouble-shooting skills
• Excellent computer skills. Proficiency with Microsoft Office products (Excel & WORD required);
• Ability and willingness to travel project sites