Procurement officer

Pastoralist Concern PC is a pastoralist-initiated, -inspired and -led CSO working toward sustainable development in pastoralist areas of Ethiopia since 1995, their vision is “to see improved and sustainable livelihood of the pastoralist communities of Ethiopia and further realize strong co-operations with neighboring countries’ pastoralist communities.” PC works within our target area in the Somali region, engaging in both multi-sector development programming and emergency responses across diverse sectors that include health and nutrition, WASH, environmental resilience, education, protection and women’s empowerment. PC works with the hard-to-reach pastoralist and Agro-pastoralist populations, including in Somali region. Skills training, mobilization and organization, awareness creation, input provision, value chain development, and market linkages are among the key strategies and approaches of PC to improving health and nutrition and to building livelihood resilience. PC has roughly 110 permanent staff, including staff with technical experience in community-based programming, protection, gender, GBV, resilience, WASH, Health and Nutrition who are based at their head office and field offices. The combined experience and technical expertise of Concern and PC means that we are well positioned to have a strong impact by implementing the targeted cross-border Irish Aid Child Wasting Initiative in the targeted pastoral communities.We work in the sectors of Rural Development, WASH, Natural Resource Management and Social Development as well as Civil SocietyStrengthening. 
 What We Offer:

• A multicultural work environment where differences are accommodated.
• A continuous learning cultures.
• Innovative and creative work practices
•  A highly committed team

Objective of the position

The procurement officer Implement our procurement strategies and procedures to ensure the most cost-effective purchase of goods and services. Negotiate contracts and pricing with vendors and suppliers. Monitor and review supplier performance to ensure compliance with contractual agreements, recommending and implementing process improvements leading to improved quality of Procurement and efficiency.

Duties and Responsibilities:Specific tasks and Responsibilities

• Participate in preparation and implementation of projects procurement plans at the time of plan submission.
• Follow up all staffs to share their annual procurement plan timely
• By coordinating with each project/program unit, develop an annual procurement plan and compiling of organization procurement plan.
• Monitor operational and projects annual procurement plan and expenditure versus approved plan to track procurement history
• Review of submitted purchase requisitions and provide technical advice to users
• Ensure the daily conversion of purchase requisition
• Execute all procurement activities of the organization from the stage of, specification development, sourcing, goods delivery.
• Receive tender analysis from officers and review and submit to procurement committee members for signature.
• Follow-up of procurement approvals and ordering of selected goods/services.
• Issue award notification and regret letter for bidders
• Ensure that material from suppliers is correctly tracked for on-time delivery
• Carryout vendor prequalification; starting from developing prequalification criteria to prequalifying vendors at CO and FO level
• Prepare tender documents, receipt of bids and analysis, Facilitating the bidding process effectively
• Monitor and manage the administration and closure of purchase orders and contracts
• Execute procurement processes as per the proper procurement cycle align with the organization procurement policy.
• Ensure value for money in all procurements.
• Ensure and putting in place an effective and efficient procurement system;
• Maintaining proper record keeping and monitoring system for all procurement transactions
• Share regular procurement status update to the user.
• Identify, evaluate, and implement improvement opportunities to improve procurement processes
• Innovate, recommend, and create new processes and standards supporting Procurement Operations
• Follow up suppliers for the delivery of goods and services for inspection of
• Share an LPO to Admin team/store person before the item delivery
• Communicating requesting unit or other respective department delivered goods
• Compile documents provide for procurement assistant for payment facilitation.
• Handle the daily procurement activity of the organization,
• Support all procurement process by ensuring all procedural and documentation requirements have been met.
• Coordinate with Logistic and Administration for the proper distribution of items.
• Monitor adherence to internal controls within the purchasing/procurement system within the organization.
• Acts as negotiator between PC and vendors/suppliers on procurement contracts
• Assign tasks and supervise procurement team; execute the quarter and annual procurement plan
• Follow up that every person who involved on procurement activities has signed declaration of conflict of interest and put in place the signed document in a file.
• Provide the necessary support for country office procurement committee and field office sub procurement committee to perform procurement process as per the procurement guidelines and policy.
• Prepare expression of interest (EOI) for routinely procured goods and services in every two years.
• Review proposals/ supplier profile, short list prequalified vendors
• Developing and maintaining an up-to-date data base of vendors and prequalified vender list
• Invite prequalified vendors to submit quotations for frequently procured goods and services (stationary, hotel, vehicle rent and etc.) and evaluate quotations
• Preparing, administering and issuing approved contracts;
• Oversees tracking of supplier insurance policies / coverages for supplier agreements are still valid
• Develop Key Performance Indicators for vendor performance monitoring
• Carryout suppliers’ performance evaluation process annually and follow up the supplier performance
• Developing and establishing standards and specifications for the procurement of goods and services
• Update Items catalogue for items procuring frequently
• Provide technical support and capacitate Field Office Sub Procurement Committee Members on procurement details
• Communicate project managers to prepare and submit annual and quarter procurement plan
• Communicate Project and Program Managers on any procurement related activities including regular procurement status update, budget issues and specification.
• Working together with the Lead Finance Officers regarding budget commitment which incurred in ERP and verify the actual budget commitment cost so that it minimizes double commitment transactions
• Communicate with Admin unit regarding the items which will be delivered to the store so as to arrange space and facilitate the distribution
• Communicate with head office and field Offices Sub procurement committee members for any procurement related issues and support provision
• Communicate also Finance and Administration Department at Corporate Office for payment settlement for the items procuring in hard currency (USD) i.e. specially for vehicle procurement requests.
• Communicate suppliers for result notification
• Prepare and shared monthly procurement status update consistently
• Prepare reports upon the request of user projects and programs
• Perform other duties assigned by project coordinator.

 Additional Information

• PC is committed to achieving workforce diversity in terms of gender, nationality, background and culture.
• Qualified female applicants, qualified nationals of non-and under-represented Members and person with disabilities are encouraged to apply.
• Everyone who works for PC is required to adhere to the highest standards of integrity and professional conduct, and to uphold PC's values.
• PC, as a National CSO, has a zero-tolerance policy for conduct that is incompatible with its status, objectives and mandate, including sexual exploitation and abuse, sexual harassment, abuse of authority and discrimination.　　
• All selected candidates will undergo rigorous reference and background checks.
• All applications will be treated with the strictest confidentiality.
• PC does not charge a fee at any stage of the recruitment process (application, interview meeting, processing)
• Applications received after the closing date will not be accepted.

No. of position: 01

Duration/contract period: One year with possibility of extension

Reports to: Area Finance and Administration officer

BA/MA Degree in Procurement, Supply Chain Management, Business Administration, or any other appropriate academic qualification for the desired role with 5 years for BA and 3 years for MA of work experiences in similar role in humanitarian and development sectors.

Skills:

• Negotiation skill
• Problem solving
• Cost analysis
• Time management
• Contract administration.
• Market analysis

PC Core Competencies

• Results Focus
• Teamwork
• Communication
• Building Effective Relationships
• Knowledge Sharing and Continuous Improvement.

Interested applicants who met the MINIMUM requirements should Bring the CV in Physical to the PC Pastoralist Concern Head Office and all Field Offices Addis Ababa: Saris Addis Sefer at Chem House third floor Jigjiga: Khaah Building Charati office Afder zoneFiltu Offices Libon zone Tel: +251-114-42-62-32/+251-464730054/5510 working Days from the date of advertisementA complete CV (not more than 3 pages)A cover letter (not more than one page)