People in Need is a non-governmental, non-profit organization founded on the ideals of humanism, freedom, equality and solidarity. We consider human dignity and freedom to be fundamental values. We believe that people anywhere in the world should have the right to make decisions about their lives and to share the rights expressed in the Universal Declaration of Human Rights.

The People in Need organization was established in 1992 by a group of Czech war correspondents who were no longer satisfied with merely relaying information about ongoing conflicts and began sending out aid. It gradually became established as a professional humanitarian organization striving to provide aid in troubled regions and support adherence to human rights around the world.

Throughout our over 26 years of its existence, People in Need has become one of the biggest non-profit organizations in Central Europe. In addition to humanitarian aid and human rights, it now also targets education and helps people living in social exclusion.

We are part of Alliance 2015, a strategic network of seven European non-governmental organizations engaged in humanitarian aid and development projects. This collaboration increases effectiveness, both in working in the target countries and in campaigns aimed at influencing the attitudes of politicians and the general public in Europe. In our over 16 years operation in Ethiopia, has focused on projects in five main areas of interest: Education and Social protection, Environment, Livelihood and Agriculture, Water, sanitation and Hygiene (WASH) and Emergency programs.

PIN currently invites applicants for the position of: Procurement Unit Coordinator

Length of Contract: Indefinite Employment Contract

Summary

The Procurement Unit Coordinator is a member of the Country program (CP) senior management and shares responsibility for the effective and efficient delivery of People in Need’s (PIN) CP. Under supervision of Head of Compliance with External and Internal Systems, the Procurement Unit Coordinator is in charge of management of Procurement teams in Ethiopia CP, ensuring procedures and implementation are in line with PIN policies, procedures and SOPs. The PUC is supported technically by the Procurement Department in Prague.

The PUC is the line manager of the members of the Procurement team – Procurement Specialist, Procurement Officers, Purchase officer and Procurement Assistant.

The Procurement Unit Coordinator is responsible for the following components:

• overseeing Procurements and ensuring they are in line with PIN and Donor requirements;
• ensuring documentation and records relating to Procurement are maintained properly within PIN internal systems;
• day-to-day management and supervision of the Procurement team;
• necessary regular communication with other PIN Ethiopia units.

Duties & Responsibilities

Strategic Leadership

• The PUC ensures that procedures and regulations are implemented in full transparency and in accordance with donor and PIN rules;
• responsible for adequate staffing of Procurement unit in order to achieve efficient delivery of People in Need’s (PIN) country program;
• promotes team spirit, a culture of respect, personal responsibility, transparency, and openness;
• representing organization toward relevant national authorities.

Quality & Risk Management

• The PUC ensures that PIN policies & guidelines (related to procurement) are known and respected;
• supervises Procurement unit and sets up effective internal coordination and communication;
• promotes participation and accountability towards local authorities, local partners, and donors;
• in cooperation with other members of senior management coordinates risk mitigation measures;
• takes part in the investigation procedures related to the reporting of breach of PIN Code of Conduct or other disciplinary issues.

Procurement

• The PUC oversees that procurements comply with all relevant donor and PIN guidelines and procedures, and considers relevant risks;
• makes sure relevant country program procurement guidelines are in place and are respected;
• supervises and advises to country program Procurement Officer/Specialist;
• makes sure that country program procurement plan is developed on time and regularly updated;
• encourages proper procurement planning;
• approves Tender Notice and Tender Documentation before its publication/distribution, as well as selection of Winners, the PUC formally approves every tender
• committee decision;
• Ensures (through signing Conflict of Interest declaration form) that the purchase officers and all PIN staff in charge of the procurement agenda are impartial and
• transparent during every procurement process;
• participates as a chairperson in the Evaluation committee and formally approves every tender committee decision; consults potential exemptions with HQ; approves
• contracts in terms of procurement;
• ensures that current procurement documents are up to date;
• on a regular basis, audits the procurement process in order to highlight flaws and pressures associated with operating in the country program context;
• implements or strengthens systems of oversight and prevention of corruption;
• ensures that vendor management is in place;
• oversees and manages procurement of goods/services, implementing centralized procurement system;
• coordinates and support timely deliveries and distribution;
• provides detailed training and mentoring to CP Program Managers and Deputies, Operations Managers and Officers, and other relevant staff in procurement rules and regulations;
• together with the CP Program Managers, ensure timely procurement of goods and services in a safe and cost-effective manner. Oversee negotiations with local suppliers and contract management; – ensures that all procurement tools are updated on a monthly basis.

External and Internal Compliance

• The PUC ensures that the relevant templates at the CP are up to date and properly used;
• conducts regular checks on proper archiving of procurement documents;
• ensures quality and completeness of relevant documentation of CP and sets up archiving rules;
• coordinates relevant procurement duties within external audits carried out at CP level and assists for HQ audits;
• is familiar with donors’ conditions and requirements and makes sure they are respected; And fulfils any other tasks as required by the Head of Compliance with External and Internal Systems.

Job Requirements

• Minimum Masters (MA) degree in Supply Chain Management, management, Logistics and in other similar social science fields of study;
• Minimum 8 years’ experience in on procurement and similar position;
• Practical Experience in INGOs Procurement;
• Proven Experience on Coordinating procurement activities as a Lead;
• Experience of strong coordination skills and experience in giving training for staffs;
• Excellent planning, organizational, analytical and decision-making skills;
• Demonstrated technical, sound judgment, ability to interact and work effectively with others at all levels;
• Organized and efficient in daily tasks
• Proven written communication and interpersonal skills
• ability to use Microsoft Office (Word, Excel etc.) and proven skills in database management and record-keeping.
• Proven Language proficiency in spoken & written Amharic and English.
• 3 strong references (will be crosschecked)