Procurement Specialist | Addis Ababa

Position Title: Procurement Specialist

Department/Program: Operations / Procurement

Reports to: Lead Procurement

Vacancy type: Internal/External

Required number: 1

Duration of contract: Indefinite based on performance and availability of funds.

Remuneration: As per organization pay scale plus other PSI/Ethiopia staff benefits

Who we are?

We’re Population Services International (PSI), the world’s leading non‐profit social marketing organization. We work to make it easier for people in the developing world to lead healthier lives and plan the families they desire by marketing affordable products and services that range from mosquito nets to contraceptives to HIV testing. We are a $560m enterprise based in Washington, DC, operating in the private and public sectors in more than 65 countries.

There are over 9,000 “PSI’ers” around the world. It’s a diverse group of entrepreneurs and professionals with an unusually wide range of backgrounds – from the medical industry to the music business – all with unique skills we bring to the job.

PSI/Ethiopia wants to reimagine healthcare, put the consumer at the center, and whenever possible, bring quality care to the front door. We achieve health impact in Ethiopia by working with both government and private partners and harvesting technology innovation to bring quality care closer to communities, schools, and homes. We empower consumers by including them in the design of healthcare solutions, offering them more healthcare choices, and helping them to have a voice in influencing national priorities. We work with all market actors in the health system to understand their needs, designing and delivering solutions so that market systems can sustainably serve consumers for the long term, helping to support the Government of Ethiopia in achieving Universal Health Coverage.

PSI Ethiopia is embarking on a new innovative project in Ethiopia called Delivering Innovations in Self-Care. This project will support the FMOH to introduce DMPA-SC for self-injection as a part of the method mix in Ethiopia. PSI Ethiopia’s support to the MOH for the simultaneous introduction and rollout of DMPA-SC PA and SI will build on the lessons learned, best practices, and materials already developed through PSI’s global flagship program, DISC, Discovering Innovations in Self-Care. At the user level, a communications ecosystem will be created to support women across their self-injection journey. At the community level, word of mouth and support structures will be created through experienced users and communities. At the provider level, a focus on mindset shifts will improve the support providers give women for self-care.

Join us!

We are looking for a Program coordinator, who will be responsible for supporting the Lead, Area Manager in Mekelle with the implementation research in IDP camp and operations of self-care interventions such as DMPA-SC SI within the DISC framework and aligned with the FMOH’s introduction and scale-up plan. This individual will support cross-functional teams, partnerships with key stakeholders and provide programmatic and administrative support.

Sounds like you? Read on!

Role Purpose

To ensure the efficient, cost-effective, and compliant execution of procurement activities, managing the end-to-end acquisition and delivery of locally and internationally procured goods and services, while maintaining quality standards and adhering to organizational and donor regulations.

Key Result Areas

• Strategic Sourcing & Supplier Selection
• Procurement Operations & Contract Management
• Cost Efficiency & Value for Money
• Compliance & Risk Management
• Vendor Performance & Relationship Management
• Procurement Systems & Database Management.

Roles and Responsibilities

Strategic Sourcing & Supplier Selection

• Develop and implement consolidated procurement plans aligned with organizational priorities.
• In close collaboration with Procurement lead, conduct market analysis and identify potential suppliers to meet current and future needs.
• Prepare pre-qualification documents, bid invitations, and manage the technical evaluation process for vendors, service providers, contractors and suppliers.
• Support the vendor assessment, shortlisting, and registration process to maintain an updated and reliable supplier database.
• Prepare and issue Requests for Quotations (RFQs),
• Prepare and submit for review of Request for Proposals, Open Bids, and Tenders in line with organizational thresholds.
• Solicit, evaluate, and analyze quotations and bids based on established criteria, ensuring value for money.
• Negotiate terms, conditions, and pricing with suppliers to achieve optimal outcomes

Procurement Operations & Contract Management

• Review purchase requisitions, specifications, designs, BOQs and other technical documents to ensure compliance with PSI rules and regulations, industry standards and Ethiopian construction standards and donor requirements.
• Prepare bid documents, coordinate bid openings, collaborate with committee and present evaluation results to authorized signatories for approval.
• Prepare Letters of Award and prepare contractual agreements (including construction, service, lease, and Indefinite Quantity Contracts).
• Manage contract lifecycle—from drafting, signing, and renewal to monitoring performance and compliance.
• Ensure timely delivery of goods and services, coordinating inspections and acceptance procedures with requesters.
• Maintain a centralized contract management system and track all active contracts, purchase orders, and lease agreements.
• Prepare supplier performance /Vendor rating and conduct site visits as needed.

Compliance, Reporting & Systems Management

• Ensure full compliance with PSI/E policies, GoE regulations /as needed/, and donor requirements across all procurement activities.
• Maintain accurate and well-documented procurement records, databases, and tracking tools (e.g., Purchase Order vs Purchase Request tracking sheets, vendor databases).
• Utilize and manage procurement processes through QuickBooks Enterprise (QBE) or relevant ERP software.
• Prepare and present regular procurement reports, including plans, progress updates, and performance analyses.
• Implement internal controls, standard operating procedures, and continuous process improvements.
• Support to conduct regular check and cascade best practices of procurement activities to identify risks and ensure adherence to policies.

Vendor Performance & Relationship Management

• Develop and implement key performance indicators (KPIs) for supplier/contractor evaluation.
• Assist in conducting regular vendor performance reviews and provide feedback for continuous improvement.
• Manage long-term relationships with suppliers to ensure reliability and sustainability of supply.
• Resolve disputes and performance issues through negotiation and corrective action plans.

Generic Duties

• Perform other duties as assigned by the Lead Procurement or senior management.
• Demonstrate good communication with interdepartmental collaboration and persuade to continuously improve procurement performance.
• Contribute to organizational planning and strategy development related to procurement and supply chain.

In close collaboration with Procurement lead

Qualifications and Experience

• Bachelor’s degree in procurement and supply chain management, Management, Business Administration or related fields
• At least four (4) years with a master’s and six (6) years’ experience with a first degree in a relevant or related discipline.
• Demonstrated experience, procurement management, contract administration of Building /Water supply and other related projects
• Preferably conversant with construction industry practices and has ability to manage contractors and associated problems,
• Familiarity with the procurement management and logistics practices and processes typically employed by public health or public sector programs;
• Excellent narrative reporting skills
• Excellent organizational and time-management skills
• Excellent interpersonal relationship practices to meet and deal with people of diverse backgrounds.
• Fair command of oral and written English is a must.
• Proficient in MS office applications and database management tools