Ethiopia: Procurement Coordinator (Operations)

Internal/External Vacancy Announcement

Position Title: Procurement Coordinator (Operations)

Department/Program: Procurement

Level: BI

Reports to: Procurement Manager

Place of work: Addis Ababa

Duration of contract: Indefinite based on performance and availability of fund

Remuneration: As per organization pay scale plus other PSI/E staff benefits

Application Deadline: December 25, 2015

PSI is a leading global health organization with programs in 67 countries targeting malaria, child survival, HIV and reproductive health. Working in partnership within the public and private sectors, PSI provides life-saving products, clinical services and behavior change communications that empower the world's most vulnerable populations to lead healthier lives. PSI's core values are a belief in markets and market mechanisms for sustained impact; results and a strong focus on measurement; speed and efficiency with a predisposition to action and an aversion to bureaucracy; decentralization and staff empowerment at the local level; and a long term commitment to the people we serve. For more information, please visitwww.psi.org*.*

PSI/Ethiopia, an affiliate of Population Services International, has developed national results based programs in HIV prevention, reproductive health and child survival. Through evidence-based social marketing and health communications, PSI/Ethiopia strengthens public and private sector partners to help Ethiopia’s most vulnerable people to lead healthier lives.

PSI/Ethiopia is currently looking for candidates for the position of Procurement Coordinator (Operations). A detail about the position is present below;

JOB SUMMARY

Reporting to Procurement Manager, the Procurement Coordinator (Operations) is responsible for procurement and provision of high quality goods and services, overseeing the daily operation from receipt of purchase request until an order is placed for the successful bidder. The procurement Coordinator is the first point of contact for suppliers and requesting departments regarding progress of their request up to a point order is placed with a supplier.

ESSENTIAL FUNCTIONS

· Coordinate transparent and cost effective procurement by optimizing value for money at all times and referring to the vendor database;

· Ensure all the required information is filled on a purchase request and prepare Request for Quotation (RFQ), Bid back or Request for Proposal (RFP) depending on the procurement method selected and the procurement threshold.

· Ensures the accuracy of procurement documents, integrity of the procurement process and maintains the original of Purchase Request, Pro forma Invoice, Bid analysis summery, sealed quotation process documents, Purchase Order and pass on to the next step for delivery follow up and vendor payment.

· Ensure smooth and responsive relationship between Procurement and programs in respect to handling requests, providing feedback on procurement progress and conducting periodic market assessment to assist programs in budgeting and specification development;

· Represent procurement function in different tender evaluation sub-committees as assigned by the Procurement Committee;

· Maintain Procurement Office Integrity & Secrecy through maintaining Audit-able Hard Copy of Documents, safe custody of confidential procurement documents and Ensure confidential information on vendors is protected and does not leak to unconcerned parties;

· Manage definite contracts under custody from preparation to approval in line with the responsibility matrix, posting on Quick Book Enterprise (QBE) software and pass on to the Contract Compliance Procurement Coordinator.

· Ensure procurement related data base like PO-PR tracking, QBE, etc. are updated all the time.

· Assist the Procurement Manager in processing customs clearing for imported items.

· Assist in the process of internal and external audits by providing the necessary procurement documents.

· Support and provide the appropriate procurement related training for PSI/Ethiopia program staff and partner organizations as required;

· Perform any other related tasks as assigned by immediate supervisor.

This Job Description is not designed to cover a comprehensive listing of activities that are required of the employee. The precise duties and responsibilities of any job may be expected tochange over time.

MINIMUM QUALIFICATIONS

· BA in Purchasing and Supplies Management, Business Administration or related field

· 4 years of experience in relevant work

PREFERRED SKILLS/ABILITY

· Computer skill

· Good communication skill

· Strong sense of urgency on assigned tasks and areas of responsibility

· Demonstrated familiarity with good procurement practices

· Ability to work with others

· Strong sense of business ethics and transparency and is willing to sign ethical and conflict of interest commitments . Ability to work in a dynamic environment and good in stress management skill

Application Process:

Interested and qualified applicants can send their application to the following mailing address before/on December 25, 2015.

PSI/Ethiopia

HR Department, Application for Procurement Coordinator (Operations)

P.O.Box 468 code 1250

Addis Ababa

Applicants can also apply through www.ethiojobs.com, www.ethiocv.com or drop applications to the receptionist at our Head Office located at Bole Medhanealem area, around Edna Mall Cinema, in front of Harmony Hotel. No Phone calls please.

Applicants are expected to submit updated CV with cover letter and copies of all other education and work certificate credentials.

PSI is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin, sexual orientation or disability.