Ethiopia: Procurement Coordinator (Contract and Compliance)

Internal/External Vacancy Announcement

Position Title: Procurement Coordinator (Contract and Compliance)

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 (Contract and Compliance). A detail about the position is present below;

JOB SUMMARY

Reporting to Procurement Manager, the Procurement Coordinator (Contract and Compliance) acts as a primary focal person for all contract and supplier related issues and also act as an internal quality assurance person for the procurement function. S/he will oversee procurement operations from the stage of Purchase Order (PO) until delivery of the materials and supplier payment. The incumbent will also lead the process of identifying Key Performance Indicators which will be used to evaluate supplier as well as departmental performance.

ESSENTIAL FUNCTIONS

· Develop evaluation criteria, present for approval and prepare bid document for open bid.

· Lead the process of initiating Vendor shortlisting exercise and maintain an updated vendor database.

· Manage all open PO’s and long term contracts, Indefinite quantity Contracts (IQC), Lease agreements from approval thorough delivery using Quick Book Enterprise (QBE) software, PO-PR tracking sheet and vendor/contract Database.

· Identify systems and solutions to maximize effectiveness and efficiency of the strategic procurement process including finding ways to increase number of vendors tied to Long Term contracts.

· Lead the process of identifying key performance indicators for vendor performance monitoring and perform quality assurance for the procurement function based on the key performance indicators approved by Management.

· Monitor contractual compliance with donor, GoE, PSI/DC and PSI/Ethiopia rules, procedures and guidelines by PSI/Ethiopia and Vendors by ensuring on time contractual renewal, re-tendering, closeout and/or completion of deliverables.

· Work with various stakeholders such as Finance on vendor payment and operating cash advance issues, Technical Services and Product Supply Chain and Distribution on quality inspection, warehouse function on material delivery, operations on contract renewal issues and PSI Contracts Department and PSI/Ethiopia Lawyer in Standardizing the Contract Template.

· Work with Procurement Manager on preparing periodical reports on lead time adherence, percentage of items ordered against received and rejected, average value per transaction and percentage of purchase requests submitted as per the approved procurement plan and contractual status report to assist management take informed decisions.

· Represent the procurement function in various procurement sub-committees as assigned by the main procurement committee.

· Assist the Procurement Manager in following up implementation of Global Internal Audit (GIA) and Internal/External audit recommendations.

· 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 to change over time.**

MINIMUM QUALIFICATIONS

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

· 4 years of experience in relevant work

TECHNICAL AND OTHER SKILLS

· 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 (Contract and Compliance)

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.