Senior Procurement Officer

Location: Addis Ababa, Ethiopia

Organization:   Management Sciences for   Health (MSH)

Job Description

MAIN PURPOSE OF JOB

The role of the Senior Procurement Officer is to procure goods and services in compliance with MSH/Donor procurement policies and procedures. They collect proforma invoices on approved purchase requisitions, prepare offer analyses, and make recommendations. Once the purchase order has been completed, the Senior Procurement Officer will follow up to ensure delivery. They maintain procurement data including supplier list and standards of goods and services and ensure the effectiveness of procurement in a timely and cost-effective manner.

SPECIFIC RESPONSIBILITIES

General Responsibilities

• Facilitate the preparation of procurement plan.
• Maintain and update the approved prequalified vendor database which is able to adequately serve the needs of the country program and effectively manage suppliers to ensure timely delivery of the requested supplies.
• Lead the maintenance and update of the SharePoint Procurement Tracker and provide regular updates on procurement status.
• Conducts market research to keep abreast of market developments, research and analyze statistical data and market reports on the country’s economic situation, production patterns and availability of goods and services.
• Develop monthly procurement reports from Quick Books Online (QBO), follow up on issues to monitor procurement performance, and take corrective action promptly.
• Maintaining up-to-date electronic filing in SharePoint and physical files/records to ensure proper accountability and compliance to filing requirements and audit readiness.
• Manage the vendor prequalification process to establish long-term agreements with prequalified vendors and hotels for recurring services.
• Does quarterly or 6-month reviews of preapproved vendors for routine items such as office supplies, cleaning products, etc.
• Conduct clearance verification on all suppliers prior to issuance of award
• Receives approved Purchase Requisitions (PR) for procurement of goods and ser
• Tracks all PRs, for both local purchases and those requested through US office.
• Determines price reasonableness.
• Manage procurement of all Project equipment, goods, Supplies, and services conducted as per donors’ Rules and regulations and MSH Procurement Policies by conducting sourcing, bidding and evaluation in line with MSH procurement best practices.
• Inquire immediately for more specifications from requesting units if the purchase request is not clearly specified and completed.
• Handles field office purchases when required.
• Ensures that purchases are made in the best interests of the donor and MSH.
• Assures delivery or pickup of PO for collection of goods.
• Prepares weekly procurement status report and submits to the supervisor.
• Regularly updates the supervisor of all partial collection of the procured goods.
• Informs the supervisor about prices and qualities of goods if purchases are not of routine nature.
• Capacity Building of Team members (orientation on procurement procedures for all onboarding staff).
• Also performs other duties as requested by the immediate supervisor.
• Inform supervisor immediately if asked to compromise integrity by any vendor or other.
• Ensure that appropriate staff members are aware of and understand procurement laws, contract/award and donor requirements on procurement compliance, and MSH policies and procedures.
• Monitor and ensure compliance.
• The responsibilities and duties are indicative only. The responsibilities and duties are subject to change to meet the needs of the project, the organization, and the donor.

Fleet Support

·     Settlement of vehicle maintenance costs.

Logistics Support

·       Monitor payments related with training/workshop arrangements (hotel venues, refreshments).

Ensure compliance standards are met for all procurement procedures.

 

QUALIFICATIONS

REQUIRED MINIMUM EDUCATION:

• Bachelor’s and 6+ years’ experience, Master’s and 4+ years of experience, or Doctorate and 2+ years’ experience in logistics, supply chain management, or business administration.
• Thorough knowledge of a variety of concepts, practices, and procedures within the particular learned profession, as well as applicable laws, regulations, and general instructions is required

REQUIRED MINIMUM EXPERIENCE:                  

• Experience in a USG or donor funded project or NGO preferred
• Strong numeric skills and attention to detail and quality
• Ability to work in a team-oriented environment while maintaining an individual workload
• Logical and flexible approach to solving problems, especially when working under pressure
• Monitoring/assessing performance to make improvements or take corrective action

KNOWLEDGE AND SKILLS:                                     

·         Ability to work under pressure

·         Planning and scheduling skills

·         Good organizational skills

·         Good communication and interpersonal skills

·         Demonstrated ability to interact professionally with culturally diverse staff, clients and consultants

·         Ability to work independently, take initiative and ability to meet deadlines with attention to detail and quality

• Demonstrated intermediate computer skills in Microsoft Office Suite applications

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COMPETENCIES:                                

• Functional expert – has knowledge of processes and products.
• Influencer – relates to people, builds relationships, and effectively presents arguments.
• Results seeker – meets deadlines, identifies actions, and achieves goals.
• Innovator – thinks creatively, anticipates changes, and produces solutions.
• Adaptor – stays calm under pressure and handles criticism well.
• Complier – follows procedures and encourages others to as well.

 

MSH is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or any other protected category under applicable federal, state, and local laws.

 

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