FH Heartbeat

At Food for the Hungry, we operate under a set of guiding principles we call “The Heartbeat.” This includes our Values, Vision and Purpose, which serve as the explanation of who we are and how we work as an organization. Together we follow God’s call responding to human suffering and graduating communities from extreme poverty. FH Ethiopia would like to invite potential candidates to apply on the following position.
Position: Senior Procurement Officer

Duration of Contract:

One-year contract, (Renewable with 60 working days probation)

Salary:

As per the salary scale of the organization

Job Summary

The Senior Procurement Officer will be responsible to support procurement activities in the FH country office, providing the purchasing of goods and commercial services in accordance with donor regulations and FH Ethiopia policies through a competitive solicitation. The Senior Procurement officer must be aware of, and adhered to FH Ethiopia’s policies, procedures, Safeguarding policy and Code of Business Ethics and Conduct.
Principal Responsibilities

• Assist to undertake business needs assessment, supply market analysis and commercial risk assessment to inform procurement planning and sourcing decisions.
• Develop tender related documents referring to FH Ethiopia procurement policies and procedures.
• Liaise with the FH Logistics and finance team to manage procurement operations and track inbound delivery of procurement.
• Coordinate due diligence in the choice of new vendors and consult with related staff member when necessary to assess possible risks.
•  Assist to establish/maintain/manage relationships with suppliers including soliciting and negotiating quotes; maintaining continuous communication with suppliers including order confirmation, following‐up on deliveries and communicating delivery, quality and shelf‐life problems with the suppliers as they arise.
• Prepare procurement records to ensure compliance, maintain appropriate purchase documentation and obtain the necessary approvals.
• Prepare due diligence compliance (USG anti‐terrorism regulations) report by assuring all vendors are vetted through the established system and perform past performance check.

Specific Roles and Responsibilities:

Key Result Area #1; Strategic Procurement Management:

• Conduct market price assessment for planning and budgeting.
• Support the preparation of Consolidated FHE Annual Procurement Plan
•  Support the Senior Operations Manager in procurement to ensure Goods, Works and services are procured timely to facilitate projects implementation and at the same time receiving value for money.
• Work with the Senior Operations Manager to ensure vendors follow all the tendering regulations, procedures and instructions
• Ensure orders are accurately drawn with the correct specification, quantity, qualities and delivery requirements
• Prepare purchase orders ensuring completeness and conformance to user requirements.

Key Result Area #2; Strategic Sourcing:

• Support development of category strategies and approaches.
• Assist to manage consistent and effective sourcing strategic sourcing processes.
• Support negotiations for large \Strategic Contracts.
• Communicate sourcing approaches to all relevant stakeholders.
• Participate in annual pre-qualification of suppliers and prepare the Suppliers database and regularly update.

Key Result Area #3: Contracts Negotiation and Management:

• Prepare the content for key supplier contracts including terms and conditions to mitigate risk for FH Ethiopia.
•  Preparation of standard bidding documents, with terms and conditions of the tender.
• Assist monitoring performance and delivery of the terms of reference of the contractors and recommendation for contract termination incases of non-compliance to the TOR.
• Frame contractual agreements (Framework Agreements) for supply of consumables at the same prices for a period of one year.
• Support negotiations are carried out on contracts and Orders to realize possible savings for the organization.

Key Result Area #4: Performance Measurement and Management:

• Manage Relationships with Key Suppliers.
• Preparation of monthly and annual reports on procurement KPI’s
• Preparation and submission of weekly/monthly procurement status reports in order to engage the customers and other stakeholders
• Handle implementation and maintenance of an updated suppliers’ database with catalogues of various products and prices.
• Perform timely clearance of goods from the customs by working with clearing agents, relevant government arms and timely processing and follow up of relevant government exemptions.

Key Result Area #5: Procurement Risk Management

• Assist to develop risk mitigation strategies for complex procurement arrangements and large procurement projects, ensure appropriate ownership of risk between the organization and the supplier (i.e. allocation of risk where it is best managed).
• Champion compliance as a key procurement risk mitigation strategy.

Job Requirements

• Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.
• Practical experience in using a wide range of accounting software including MS Dynamics, MS-Word and MS-Excel and other applications.
•  Proven expertise with USAID/UN/OFDA rules and regulation on Procurement and Financial Management
• Excellent organizational skills; ability to plan and coordinate work, ensure the efficient flow of projects and processes.
• Strong people management skills / interpersonal skills with the ability to motivate, teach and mentor staff and volunteers.
• Comfortable and persuasive when speaking before both large and small groups.
• Ability to interact positively with all levels of the organization and across organizational and cultural boundaries.

Experience

• Minimum Four (4) years of relevant experience in procurement, administration and/or other directly-related technical fields is required.

Education/Certifications

• BA or Masters Degree in Business or any other relevant subject from any recognized university, advantages for candidates with INGO Supply Chain Management certifications.

Distinguishing Competencies

• Specialized training, certification and experience related to procurement (i.e Procurement Planning and Execution).
• Knowledge on local procurement policy, logistics and supply chain management.
• Must have good coordination, negotiation, persuasion, critical thinking and time management skills.
• Good interpersonal and communication (both written and verbal) skills.
• Relevant knowledge of procurement regulations and policies and procedures for major donor ‐ funded programs like USAID.
• Analytical skills and ability to undertake complex analysis and price comparisons of multiple vendor quotes/bids required;
• Competency and experience with spreadsheets required.
• Ability to prepare procurement reports providing periodic status updates as necessary.
• Competent in Microsoft Office applications, strongly in MS Word and MS Excel.

Language

• Proficiency in spoken and written Amharic & and English required;

Supervisory Responsibility

•  This position has no supervisory responsibility.

Safeguarding Policy

FH strives to provide an environment free from sexual exploitation and abuse and harassment in all places where relief and development programs are implemented. FH holds a zero-tolerance policy against sexual exploitation and abuse and harassment. FH expects its employees to maintain high ethical standards, protect organizational integrity and reputation, and ensure that FH work is carried out in honest and fair methods, in alignment with the FH Heartbeat and safeguarding and associated policies. Violations to stated policies will be subject to corrective action up to and including termination of employment.

Gender Responsibility

• Provide adequate time to staff to participate in gender sensitivity workshops and related events.
• Through observation, interviews, and spot-checks, ensure that the staff planning process is gender sensitive.
• Build a better gender balance in staffing through affirmative action.
• Observe if women staff are as involved as men in high-profile activities such as interaction with visitors and chairing meetings, and take corrective action if warranted.
• Encourage female staff to participate in external networks (local and regional), as well as seminars and cross visits.
• Facilitate open and regular discussions with staff on about the work environment, policies, and values convenient to gender issue

Safety & Security Responsibility

• Encourages compliance of Safety and Security principles and policies of the organization by all staffs;
• Visiting project Offices and operational areas periodically to meet staff and making sure that all staff members are aware of the safety and security procedures;
• Explains to staffs the reasoning behind the organization’s safety and security policies and procedures;
• Organizing local training sessions, such as First Aid, Fire Safety, and Defensive Driving for staff members. If possible, he/she should conduct briefing and training sessions himself/herself;
• Ensures that safety and security objectives are added to performance reviews and evaluations of all staff members;
• Encourages staff to adopt safe and secure practices. Ensuring that updated personnel information related to safety (Record of Emergency Data) and security management are kept in Human Resources;