Supply Chain Officer

FH Culture

All we do, and how we do it, seeks to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At Food for the Hungry, we operate under a set of values called Heartbeat Values. FH Ethiopia would like to invite potential candidates to apply for the following position:

Position title: Supply Chain Officer

Duty Stations: Addis Ababa

Duration of contract: One-year contract, renewable (with 60 working days of Probation)

Closing Date: September 15, 2025

JOB SUMMARY

The supply chain officer will be responsible for collecting Proforma Invoices on approved purchase requisitions, preparing offer analysis and purchase orders, check quality of items to be purchased, submit purchased items to the storekeeper and reports to her/his supervisor. She/he effects procurement in timely and cost-effective manner and in compliance with FH Ethiopia’s procurements policies and procedures.

PRINCIPAL RESPONSIBILITIES

Key Result Area #1; Procurement Management:

• Guide user departments on proper purchase request specifications
• Collect Proforma Invoices and presents to the purchase committee for further processing or approval.
• Prepares detailed bid analysis based on Proforma Invoices and prepares Purchase Order in the name of selected supplier.
• Ensures that purchases are made in the best interests of FHE.
• Prepare purchase orders ensuring completeness and conformance to user requirements.
• Collects purchased items from venders and submits to the storekeeper against official Goods Receiving Note (GRN) of the organization.
• Liaise with respective approvers and finance department for timely preparation of cheque or CPO to avoid unnecessary delays in executing purchasing activity.
• Conduct market price assessment for planning and budgeting and advise supervisors on market change trends.
• Assist the preparation of Consolidated FHE Annual Procurement Plan
• Work with the Procurement Coordinator to ensure vendors follow all the tendering regulations, procedures and instructions
• Ensure orders are accurately drawn with the correct specification, quantity, qualities and delivery requirements
• Assist in annual pre-qualification of suppliers and prepare the Suppliers database and regularly update
• Preparation of standard bidding documents, with terms and conditions of the tender.
• Conduct direct procurement of goods and services as per the guidance of approved delegation of authority.
• Ensure proper documentation of dispatches, deliveries, and waybills for payments.
• Maintain accurate and up-to-date records of all supply chain activities.
• Ensure supply chain activities comply with internal policies and donor regulations.

Key Result Area #2; Sourcing:

• Support development of category strategies and approaches.
• Assist in managing consistent and effective sourcing strategic sourcing processes.
• Communicate sourcing approaches to all relevant stakeholders.
• Participate in annual pre-qualification of suppliers and prepare the Suppliers database and regularly update.

Key Result Area #3: Performance Measurement and Management:

• Manage Relationships with Key Suppliers.
• Preparation of monthly and annual reports on procurement KPI’s
• Preparation and submission of weekly/monthly procurement status reports in order to engage the customers and other stakeholders
• Handle implementation and maintenance of an updated suppliers’ database with catalogues of various products and prices.
• Perform timely clearance of goods from the customs by working with clearing agents, relevant government arms and timely processing and follow up of relevant government exemptions.
• Conduct periodic update of the procurement tracker.

SAFEGUARDING POLICY

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

GENDER RESPONSIBILITY

• Provide adequate time to staff to participate in gender sensitivity workshops and related events.
• Through observation, interviews, and spot-checks, ensure that the staff planning process is gender sensitive.
• Build a better gender balance in staffing through affirmative action.
• Observe if women staff are as involved as men in high-profile activities such as interaction with visitors and chairing meetings, and take corrective action if warranted.
• Encourage female staff to participate in external networks (local and regional), as well as seminars and cross visits.
• Facilitate open and regular discussions with staff on about the work environment, policies, and values convenient to gender issues.

SAFETY & SECURITY RESPONSIBILITY

• Encourages compliance of Safety and Security principles and policies of the organization by all staffs;
• Visiting project offices and operational areas periodically to meet staff and making sure that all staff members are aware of the safety and security procedures;
• Explains to staffs the reasoning behind the organization’s safety and security policies and procedures
• Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members. If possible, he/she should conduct briefing and training sessions himself/herself;
• Ensures that safety and security objectives are added to performance reviews and evaluations of all staff members;
• Encourages staffs to adopt safe and secure practices. Ensuring that updated personnel information related to safety (Record of Emergency Data) and security management are kept in Human resources.

JOB LEVEL SPECIFICATIONS

• Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.
• Practical experience in procurement Proven expertise with USAID/UN/OFDA rules and regulation on Procurement and Financial Management
• Excellent organizational skills; ability to plan and coordinate work, ensure the efficient flow of projects and processes.
• Comfortable and persuasive when speaking before both large and small groups.
• Ability to interact positively with all levels of the organization and across organizational and cultural boundaries.

EDUCATION AND EXPERIENCE

• BA in Procurement and Supply Chain Management or Business or any other relevant subject from any recognized university, advantages for candidates with INGO Supply Chain Management certifications.
• Minimum four (3) years relevant experience in procurement and or other directly related technical fields is required.

Distinguishing Competencies

• Specialized training, certification and experience related to procurement (i.e Procurement Planning and Execution).
• Knowledge on local procurement policy, logistics and supply chain management.
• Must have good coordination, negotiation, persuasion, critical thinking and time management skills.
• Good interpersonal and communication (both written and verbal) skills.
• Relevant knowledge of procurement regulations and policies and procedures for major donor ‐ funded programs like USAID.
• Analytical skills and ability to undertake complex analysis and price comparisons of multiple vendor quotes/bids required.
• Competency and experience with spreadsheets required.
• Ability to prepare procurement reports providing periodic status updates as necessary.
• Competent in Microsoft Office applications, strongly in MS Word and MS Excel.

Language

• Proficiency in spoken and written Amharic & English required;

Supervisory Responsibility

This position has no supervisory responsibility