Roving Procurement Officer

About Samaritan’s Purse

Samaritan’s Purse is a nondenominational evangelical Christian organization providing spiritual and physical aid to hurting people around the world. Since 1970, Samaritan’s Purse has helped meet needs of people who are victims of war, poverty, natural disasters, disease, and famine. Samaritan’s Purse is privileged to be part of the humanitarian effort in Ethiopia and legally registered as foreign charity to work in Ethiopia since October 08, 2018.

Open Position: 2

Duration of Contract: Open

JOB SUMMARY

The Roving Procurement Officer is responsible for working closely with the country operations department and procurement team, as well as field-based operations, programs, and finance staff, for the procurement of all materials and services required for SP Ethiopia (SPE) programs, and reports to the Procurement Manager. Provide hands-on support for the proper implementation of the procurement policies and procedures per the SP manual across the area offices to ensure effective performance of the procurement team, capacity building, and gap filling in the field offices whenever requested and authorized by the line manager.

The role mainly involves supporting, coordinating, and overseeing field procurement and Logistics staff. The position will liaise with the rest of the team for procurement and operations to ensure all procurement policies, procedures, and guidelines are in place and followed.

KEY RESPONSIBILITIES

• Primarily responsible for sub-field office support in procurement and logistics, ensure that SP minimum standards of procurement and logistics policies and procedures are introduced and adhered to.
• Liaison with vendors, finance logistics and warehouse for timely delivery of goods and services, and work with finance to timely settle vendor payments.
• Travel to the regions within Ethiopia in support of any operations and program issues that require additional support services.
• Responsible for tracking of all the contracts and lease of services and deliveries and payments at all time for SP offices, IFS apartments and houses, warehouse, security, rental vehicles and others contracts.
• Provide technical guidance to the procurement and Logistics assistant and provide all support needed to field-based procurement and logistics staff, programs and finance.
• Handle vendor vetting, supplier database and real-time procurement tracking, contract tracking, lease tracking and provide regular updates to Procurement manager, SLT, and program managers.
• Provide technical advice to procurement staff, logistics staff, and fleet staff, as well as project managers, on procurement and logistics matters.
• Handle international purchase, importation, and customs clearance processes.
• Ensure local and national-level procurement practices are compliant with SP and donor regulations.
• Ensure ethical conduct during the whole procurement process is performed. Ensure that SP minimum standards of procurement policies and procedures are introduced and adhered to.
• Support the procurement manager in the development of internal (in country) procedures and policies, forms, and other tools for the management of the supply chain, material delivery, communication systems, and emergency preparedness. Maintain all needed improvements on all bases in each location that covers under this position.
• Ensure the timely procurement and delivery of the program supply chain by setting up effective order and delivery management systems.
• Maintain network and awareness of local and national laws and ensure organizational adherence.
• Ensure fixed asset information is provided to the warehouse and inventory officer for proper asset registration on the Samaritan’s Purse database.
• Keep vendor contracts and maintain relationships with suppliers to ensure the completeness of the deliverables outlined in the contract. This includes ensuring that all vendor complaints and concerns are addressed promptly to ensure that the project continues to receive uninterrupted services at all times.
• Report procurement progress on a weekly basis to the line managers and program managers. Provide weekly, monthly, quarterly, and annual reports are prepared and shared with the procurement manager on a timely basis.
• With a generous and serving spirit, perform all other tasks and responsibilities assigned for the benefit of Samaritan’s Purse.
• Maintain a strong Christian witness to colleagues, vendors, charitable beneficiaries, and the general public.

SPECIFIC EXPECTATIONS FROM THE ROLE

• Responsible for all subfield offices to implement SP procurement policy, fleet policy, procurement tracker, supplier vetting, and contract tracker.
• Responsible for procurement, packets are completed based on SP standards and properly organized for approval and payment.
• Responsible to facilitate subfield-based payment requests and approvals in country office level.
• Responsible that the procurement tracker is updated and shared in Box daily for all procurements
• Responsible that all the vendors are vetted, and vendor database is up to date and approved by the CD.
• Responsible for the proper documentation of all purchase history for procurement is given to the appropriate offices.
• Responsible for revision, design and implementation of in country procedures and formats and control the usage and standards.
• Other duties are assigned by the line supervisor.

EDUCATION / EXPERIENCE NEEDED

• B.A. degree in supply chain management, logistics, business administration or a related field.
• 3 – 4 years of proven relevant progressively responsible work experience with an international NGO in procurement or logistics, administration, operations management, and related area.

LANGUAGE

• Proficiency in English and Amharic
• Knowledge of the regional language required
• Knowledge of any other national language is a plus

SKILLS REQUIRED

To perform this job successfully, an individual must be willing to abide by Samaritan’s Purse’s code of conduct and understand the principals of Samaritan’s Purse’s Statement of Faith, as well as be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Attention to detail, anticipation and follow up are core values of the job function while maintaining the highest levels of confidentiality regarding contracts and salaries.
• Possesses strong organizational and problem-solving skills within a fast-paced environment.
• Must be a self-starter and internally driven to success and hard work.
• Committed to the SP values and ethics.
• Ability to be flexible and adaptable, taking on additional responsibilities as needed.
• High level of integrity and stewardship.
• Committed to SP values and ethics.
• Willingness to travel in and out of the field.
• Knowledge of computer systems and their applications, such as Word, Excel, and Outlook.
• Excellent verbal, written, and oral communication skills in English.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral diagram, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to stand; walk and run; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; and talk or hear. The employee must occasionally lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The noise level in the work environment is usually moderate but can be exposed to loud noises around the maintenance and construction workshops.
• May travel in country with exposure to communicable diseases, hot and humid weather conditions.
• Work in a security context that is fluid

SAFEGUARDING COMMITMENT

The employee is required to carry out his/her duties in accordance with Samaritan’s Purse Safeguarding policy and Code of conduct.

Employee should remain alert and responsive to any child and adult safeguarding risks, acquire relevant knowledge and skills, which will enable him/her to promote strong safeguarding practices, understand the child and adult safeguarding policy and procedures, and conduct his/herself in a manner consistent with the Safeguarding Policy.