Senior Area Procurement Officer – GOAL Ethiopia

Economics, Sales and Marketing, Purchasing and Procurement

GOAL Ethiopia

GOAL’s purpose is to save lives and empower communities to develop resilience and greater control over their lives and livelihoods. GOAL aims to increase the resilient wellbeing of the world’s poorest people and focuses on those who are excluded or marginalized, particularly those who are vulnerable due to socio-economic status, gender or age.

John O’Shea founded GOAL in 1977, and throughout the 42 years since its foundation, GOAL has responded to almost all of the world’s major humanitarian crises since, working with vulnerable communities in more than 60 countries.

While GOAL continues to be an agile first-responder to humanitarian crises, it is also committed to working with vulnerable communities to help them survive crises and support them on the road to recovery.

JOB OPPORTUNITY Internal/External

Reference No:	REC/ 80 /23
Job title:	Senior Area Procurement Officer
Location:	SNNPR (Hawassa Office)
Reports to:	Area Manager
Number of Posts	01 /One/
Closing date:	September 7,2023

About GOAL

GOAL’s mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.

 OAL is a non-for-profit organization that has been working in Ethiopia for over 30 years across all the region of the country towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition, healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses Programmes by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS.

We envision a world where poverty no longer exist, where vulnerable communities are resilient, where barriers to wellbeing are removed and where everyone has equal rights and opportunities. GOAL Ethiopia’s main donors are Irish Aid, USAID/OFDA, EHF, ECHO and other private donors.

About the Position:

Responsible for supporting the sourcing and procurement of supplies, services and works in the most cost-effective manner and contribute to procedures and strategy considering the local context. Assist on day-to-day management of procurement & delivering the procurement functions smoothly and enabling environment for running the programmes/operations of GOAL Ethiopia programme.

Planning and coordination:

·         Work with the Head of Procurement/Manager in reviewing the procurement plans through collective information and coordination with the programme team

·         Regular follow-up and review of the procurement plan with the programme team.

·         Where appropriate consolidate the supplies procurement and plan for combine procurement and ensuring value for money.

·         Communicate with programme team, suppliers, service providers and procurement committee on any procurement delivery issues.

·         With the support of the assigned Procurement Manager assist in initiating framework agreement and Expression of Interest to pre-qualify suppliers.

Procurement:

·         Ensure procurement is conducted in line with GOAL policies and procedures and take lead on any procurement process as required.

·         By managing the procurement administrative process throughout the duration of the preparation of all documentation until the award of the contract

·         Ensure orders are accurately drawn with the correct specifications, quantity, qualities, and delivery requirements

·         Review all request and purchase orders for completeness and conformance to user requirements.

·         Prepare procurement/tender documents (RFQs/ ITTs) initiations to bid and coordinate timely sharing of procurement documents.

·         Document all procurement committee meeting minuets and keep the record for further use/ future reference.

·         Involved in materials quality checking with the technical team and ensure the right quality product has been purchased in right time.

·         Prepare Purchase Order and agreements for successful bidder and ensure the terms and conditions are detailed and maintained.

·         Continued follow up on supply/works/service delivery and submit supplier documents with relevant and necessary supporting paperwork to finance for payment on time.

·         Keep records of all procurement transactions as relevant both electronically and manually for audit trail.

·         Ensure serialization of purchase requests is saved in the public shared drive for requesters/users to pick the serial number and fill in the details of the requested serial number – this is only in locations where the PR generator has not been adopted

• Ensure ATCS (anti-terrorists checks) are conducted for all winning bidders as per the ATCS guideline.

·         Engage with market survey with the identified committee team and take lead and as when necessary.

·         Establish and maintain good contacts with suppliers, UN agencies and other INGOs/NGOs with regards to Procurements matters.

·         Perform any other duties as requested by the Line Manager

Contract Management:

·         Monitor the contract database, FWAs, Lease agreements, OTS, follow up on ongoing contracts and advise the Head of Procurement/assigned Procurement Manager when the limits are close to being exceeded/reviews required etc.

·         Maintain all copies of contract agreements relating to logistics and procurement, ensure the proper implementation of these contracts; notify and advice in writing next actions at least before two months of the expiry of any such contracts.

·         Undertake supplier orientation and track supplier performance to provide further guidance and support whenever necessary by ensuring vendors follow all the tendering regulations, procedures and instructions

·         Ensure the supplier database is maintained and updated with appropriate information and share it on quarterly basis to the Head of Procurement/assigned Procurement Manager

·         Liaise with the Head of Procurement/ assigned Procurement Manager on contract negotiation with supplier/service providers where the budget is less than the projected budget (as per the Procurement Section on Negotiation Strategy) to ensure the best value for GOAL on any kind of supplies, works and service purchase.

Shipment (Project/Field sites)

·         Share with the Senior Logistics Officer the procurement purchase orders/contract annexes with pricing to ensure the field logisticians get the unit cost of items dispatched to their locations for SMS update.

·         Liaison with the Logistics Manager to ensure clearing and forwarding agent matters on shipment is dealt with on time.

Additional Roles

·         Work with the Head of Procurement/ Assigned Procurement Manager in the initiating of the FWA and coming up with the expression of interest for all categories of purchase (pre-qualification of suppliers)

·         Update and monitor the database management to ensure that the following files are correctly managed and coordinated:

·         Ensure Procurement files are well organized

·         Ensure that the supplier/vendor lists, and price list of classified local suppliers is maintained and up to date

·         Ensure the OTS, contract database and other procurement tracking tools are updated on regular basis and shared with the programme team, requesters and SMT on weekly basis

·         Prepare monthly procurement reports including status of pending requisition and waivers.

·         Keep track of all agreements with vendors and service providers

·         Where required, manage performance evaluation for procurement personnel under your line of management (Assistant Procurement Officer/Database personnel) by providing direct technical support in collaboration with the Head of Procurement/assigned Procurement Manager

 Skills & Behaviors

 Collaboration:

·         Builds and maintains effective relationships with their team, colleagues, programme clients and external partners and supporters

·         Values diversity, sees it as a source of competitive strength

·         Approachable, good listener, easy to talk to

·         Being assertive when it is required

·         Understands the need for speed in emergencies values the need for speed without compromising the procurement processes

Creativity:

·         Develops and encourages new and innovative solutions

·         Willing to take disciplined risks

Integrity:

·         Honest, encourages openness and transparency; demonstrates highest levels of integrity

Safeguarding:

·         To foster an inclusive working environment which is non-threatening and safe for all. An environment that addresses safeguarding adequately in its processes and where the barriers to raise and discuss concerns about safeguarding issues are identified and where possible mitigated.

Values & Behaviors:

·         Strong commitment to upholding and promoting GOAL’s values; Respect, Integrity, Courage, Partnership and Humanitarianism.

JOIN US

• Minimum 2-3 years working in corporate/INGOs with experience in logistics/procurement function and have adequate knowledge in procurement processes.

Qualification & Requirements

(list of qualities that are considered necessary for the specific post which are believed to be key to the success of the job holder in the specific post):

• Experience in procurement and well understanding of donor regulations.
• Minimum graduate from Business Discipline, MBA or equivalent will be preferred.
• Good working knowledge in English is essential, fluency in written and spoken English.
• Excellent coordination, communication and interpersonal skills
• Experience in document handling and archiving
• Excellent computer skills (MS Word, Excel, Outlook, PowerPoint) and ability/preparedness to quickly learn new systems and software.
• Ability to work independently and within team.
• Ability to plan with good organizational skills, including prioritization and ability to work under pressure.

Desirable/Advantageous Credentials

·         Certification in CIPS/Fritz

·         Supplier contracts and framework agreement management is an advantage

Commitments:

GOAL’s recruitment procedure is fair and transparent which is also in line with the organization’s commitment to its integrity, honesty and culture. GOAL is committed to ensure that, its performance complies with the terms and conditions of relevant agreements, applicable laws & regulations. Hence, pre-employment background checks will be conducted, and employees are required to read, understand, sign and implement different polices including safeguarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other rules and regulation of the organization. GOAL is strongly committed not to harm the people under its care.

Lien