Procurement Officer – Integrated Service on Health and Development Organization /ISHDO/
Logistics, Transport and Supply Chain, Management, Purchasing and Procurement
Integrated Service on Health and Development Organization /ISHDO/
It was established on October 27, 1997 as local NGO and registered with the Democratic Republic of Ethiopia, Ministry of Justice with major objective of combating the spread of HIV/AIDS. The organization was re-registered with the Federal Charities and Societies Agency in October 2009 with reg. number 0088 as per the new CSO legislation 621/2009.
Vision
ISHDO aspires to see healthy, productive and self-reliant society.
Mission
Promoting, and providing integrated health, education, and development services to improve the livelihood of the needy community through capacity development and active community participation.
Goal
- To contribute the national efforts made in health, education and socio economic development and empowering the community in poverty reduction
Objectives
- To aware the community to develop behavioral change to ensure full participation and involvement in health services promotion and development activities
- To support efforts being made in HIV/AIDS prevention, RH/FP & ARH education, sanitation, hygiene and nutrition
- To support children, youth, women, people with disability and other needy individuals in capacity building and empowerment through formal and non-formal education
Core Values
- Honesty and respect to stakeholders and the community addressed
- Participatory approach in involving communities in planning and decision making
- Accountability and responsibility to maintain credibility
- Maintain equality and alliance towards all its stakeholders
- Mutual affiliation and commitment to work with its partners at all levels
Job summary
Under the supervision of the procurement coordinator, the procurement officer role will be responsible to support Procurement coordinator in the overall procurement management, follow-up , purchase order processes and aiding in quotation and bid analysis . The officer will support in the collection of procurement orders to ensure that the right commodities are requested and timely procurement and delivery of goods and services to the requesters. The officer ensures that orders for goods, services and works are processed promptly and good value for money. The officer as well supports Collecting and reporting purchasing data and metrics.
Job responsibilities
- Undertake procurement processing and follow up of goods and services requested for ISHDO projects (FFHPCT, MULUKP, LF, GF) Program or other requests as assigned by the supervisor
- Receives requests for goods and services and ensures their completeness/compliance before they are processed; based on the procurement plan.
- Advises requestors about product description and specification, prices, lead times and availability, promoting standardization, value for money and economy of scale;
- Commits to lead time estimations and is held responsible until timely indicated otherwise on the basis of clear and justifiable grounds;
- Responsible for sourcing of products, timely collection of quotations as per the procurement threshold/guideline and approved purchase requisition for goods and services and performing purchase transactions.
- Work with the procurement committee as the secretary
- Prepares comparative bid analysis for tender bids, takes minutes and reports outcome for the procurement Committee
- Ensure that purchased items and services meet the stated requirements and takes care of delivery to the office/warehouse.
- Receives/collects invoices, arranges cash/cheques and withholding tax receipts with the Finance Department and makes payments when required. Submit GRN timely to finance department.
- Coordinates the collection/delivery of goods, including adequate record keeping (GRN, invoices, etc)
- Arranges transportation from suppliers to the office/warehouse, as necessary.
- Perform effectively transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented.
- Prepare a weekly and monthly overview of requisitions processed and outstanding, including lead times.
- Prepare procurement tracking sheet and share to immediate supervisor and other concerned staffs every two weeks.
- Conduct appropriate market assessments upon the direction provided by supervisor
- Collect adequate information about suppliers and market conditions and reporting supplier details, product lists and price lists to operations
- Maintains an up-to-date Suppliers List and submits the list regularly for revision and endorsement to supervisor
- Ensure procurement status report is consistently circulated on timely manner to staff/ requestors; as well as monthly and quarterly reports are submitted to supervisor within the given time frame
- Perform other activities as assigned by supervisor
Reports to: Procurement coordinator
Required education and experiences
- BA in supply & purchasing, management or equivalent qualifications
- 2-3 years of progressive experience in supply chain, purchasing and procurement management position in NGO setting
- Good computer skills; MS Excel, Word, Power Point and Outlook
- Good communication skills in English – reading, writing and speech
- Good negotiation skills
- Flexible to work at odd hours and willingness to travel to the field offices
Personal skills
- Ability to coordinate multiple assignments
- Strong interpersonal skills and positive professional attitude
- Excellent written and communication skills in English language
- Skills on Web Conferencing Applications, information management systems.
