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Procurement Officer – Save the Children

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Category:
Admin, Secretarial and Clerical, Logistics, Transport and Supply Chain, Purchasing and Procurement
Location:  Bale Robe, Oromia
Career Level:  Mid Level ( 2+ – 5 years experience)
Employment Type:  Full time, Part time

Job Description

  • Ensure all steps involved in procurement process are completed –  distribution of quotation requests, collection of proforma invoices, analysis of bids, preparation and delivery of Purchase Orders, collection of goods, obtaining Goods Receiving Note’s, and final submission of GRNs and receipts to Finance.
  • Prepare and compile bid documents for review by the purchasing committee, and assist in setting selection criteria.
  • Prepare bid analysis and recommend the best offer as per selection criterion set in discussion with the purchasing committee.
  • Ensures purchase requests (PR’s) are adequately specific and complete.
  • Check quality and availability of requested items and collect proforma accordingly.
  • Ensure that requests for quotations, bid analysis, Basic Vendor Selection (BVS), Purchase Order, etc. are prepared according to SCI Ethiopia’s procurement standards.
  • Maintaining an up-to-date prequalified vendor lists e.g. stationery, hardware, tools, furniture, equipment etc. and make it available upon request.
  • Ensuring all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order
  • Work with Finance Unit to process settlement of all invoices received from vendors.
  • Ensure that itemized documentations (copy of vouchers, invoices, receipts, purchase requests, purchase order log, receiving notes, etc.) are established and maintained for each purpose.
  • Conducting miscellaneous office purchases from purchases advance and reimburse on time.
  • Tracking in-coming shipments of ordered goods, reviewing completeness and accuracy of shipping and confirming timely arrival of the right quantity and quality of delivered consignments;
  • Maintain records of shipping and receiving documentation.
  • Coordinate vendor performance management review using SCI tools and evaluation criteria;
  • Preparing and providing a weekly and monthly purchase status report
  • Clear any shipments from customs or any other government body in collaboration with SCI Ethiopia appropriate staff.
  • Keep documentation related to procurement of duty-free and services including follow up of exemptions and other official documents.
  • Preparing purchase estimation for the preferred vendor selection process and follow up on preferred vendor contract
  • Ensuring of the reconciliation of open Purchase Order on monthly basis
  • Maintaining good relationship with the supplier and negotiating contract
  • Complies with the SCI procurement procedures and regulations
  • Perform any other related duties as assigned by immediate supervisor.

 

Job Requirements

MINIMUM QUALFICATION, EXPEREINCE, COMPETENCIES,

QUALIFICATION

  • B.A. degree in purchasing and supplies management or Procurement /Logistics or related field.

 

EXPEREINCE

  • At least five years of practical commensurate experience in positions of increasing responsibilities with Procurement, clearing from customs and purchasing.
  • Experience with humanitarian organization
  • Computer literacy and ability to use all programs in Word Office Suite,
  • Knowledge of procurement and administrative systems
  • Excellent management, supervision/mentoring and organizational skills
  • Language Requirement: (Fluent) Speaking/Reading English and Afan Oromo is required

KNOWLEDGE SKILLS AND ABILITY

  • Excellent communication and interpersonal skills to work in a multi-disciplinary team setup; ability to establish and maintain effective working relationships
  • Self-management is necessary (i.e. motivation, dealing with pressure, adaptability), as is the ability to project a professional, consistent image. .
  • Ability to work in a complex environment with multiple tasks, short deadlines and intense pressure to perform
  • Ability to work proactively, organize and manage own work and assist others to do the same

How to Apply

Application Information:

Please attach a copy of your CV and cover letter with your application, and include details of your current remuneration and salary expectations.  A copy of the full role profile can be found at https://stcuk.taleo.net/careersection/ex/jobsearch.ftl?lang=en

 

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