Procurement Officer

I.  JOB SUMMARY:

The purpose of the role of Procurement Officer is to ensure that procurement cycle is effectively managed so that project activities are timely provided with required goods and services. S/He are expected to perform her/his duties in an ethical manner and in compliance with CARE’s policies, local law, and donors’ regulations.

II. RESPONSIBILITIES AND TASKS: 

Job Responsibility 1: Procurement Planning and Solicitation

• Assist all requestors with additional information for procurement planning;
• Participating in and contributing to the development of the project procurement plan assigned in order to understand procurement needs and support the procurement planning for the projects / programs;
• Collating procurement requests to ensure timely procurement within the lead times to ensure cost-effectiveness;
• Review procurement plans regularly to ensure requisitions are being raised on a timely manner;   
• Ensure adherence to Procurement Policy and donors’ procurement rules and regulations in determining the required procurement process;
• Assist in analyzing cost benefits and supporting customers to make appropriate purchasing decisions.

Job Responsibility 2: Pre-Qualification and Evaluation Management

• Assist in the development and preparation of bid documents, SBAs, and other procurement documentations;
• Assist in coordinating the feedback and communication to all bidders;
• Solicitation of vendors assessment reports from units; provide feedback on vendors performance;
• Assist in developing and maintaining annually vendor list and ensuring that each selected / identified vendor has an operating contract and that this contract is managed for successful performance. 

Job Responsibility 3: Purchasing

• Consulting with customers in timely manner in order to fully understand their requirements, advising them as appropriate;
• Purchasing goods and services, completing all documentation according to CARE’s policies and procedures; passing all contracts to the Senior Procurement Officer for verification;
• Ensure three-way matching (PO, GRN, and Invoice reconciliation) has happened before payment request is initiated;
• Initiating payment for goods and services delivered in a timely manner;
• Preparing weekly Procurement Status Report (PSR) for projects/programs assigned;
• At all times, ensuring professional and cordial relationships with internal and external stakeholders
• Prepare standard contracts in line with CARE guidelines, ensuring that CO interests are protected and that the contract is legally binding.

Job Responsibility 4: Identifying and building relationships with customers (internal and external)

• Ensure there is no conflict of interest in managing the entire procurement process
• Manage CARE’s vendors ethically and professionally
• Ensure that suppliers are aware, understand, and are compliant with CARE procurement policy, procedures, local laws, and documentations required;
• Behave in a manner that will build trusting and mutually supportive relationships with internal and external customers;
• Ensure partnering approach by proactively engaging with projects/programs to understand their needs so that timely and cost-effective procurement is guaranteed.

Job Responsibility 5: Documentation Management and Other Responsibilities as Assigned

• Set up and maintain all vendor information/data/database, hard and soft copy, well indexed to enable easy access
• Effectively maintain all procurement documents, communications, and other records for easy reference.

Requirements

IV. QUALIFICATIONS (KNOW HOW)

EDUCATION

Required:

• Bachelor’s degree in relevant field (Business Administration, procurement / purchasing, logistics) or other related fields.

EXPERIENCE

Required:

• Minimum 3 years’ experience in a similar role dealing with local Procurement.

 C) Technical Skills

Required:

• Excellent use of spreadsheets for data analytics;

Desired:

• Driving license.

D) COMPETENCIES

Customer Focus - Internal & External; Functional technical skills; Approachability; Planning; Informing; Listening; Managing and Measuring Work; Negotiating; Written communication.

III. CONTACTS/KEY RELATIONSHIPS 

The Procurement Officer is expected to establish and maintain open, professional and cordial relations with the COs internal and external customers.

Internal

• Operation and Finance Staff
• CO Program Staff

External

• Vendors
• Government agencies
• Other organizations

V.  WORKING CONDITIONS AND LEVEL OF TRAVEL REQUIRED. 

The incumbent will be located in Addis Ababa with limited field travel.

How to apply

If you are interested to be part of our dynamic team, exciting work environment and contribute to CARE Ethiopia’s mission and vision, please send your CV (not more than 3 pages) and cover letter (not more than one page) through ethiojobs.

 Only short-listed candidates will be contacted.

Make sure you indicate the position title and location on your application letter.

Passionate and dedicated candidates who meet the requirement are strongly encouraged to apply, especially women!

CARE seeks to improve the lives of the most marginalized, particularly women and girls. Our diversity is our strength. We encourage people from all backgrounds and experiences to apply.

CARE Ethiopia is committed to preventing all unwanted behavior at work. This includes sexual harassment, exploitation and abuse, and child abuse. We expect everyone who works for us to share this commitment by understanding and working within the CARE Safeguarding Policy and related framework. CARE Ethiopia has a zero-tolerance approach to any harm to, or exploitation of, a vulnerable adult or child by any of our staff, representatives, or partners.

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks.