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12 Apr 2024

Procurement Officer at FH Ethiopia

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Job Description

FH Ethiopia is a non-governmental organization engaged in relief and development activities. All we do, and how we do it, seeks to promote God’s beauty, goodness, and truth in a broken world. As such, we are defined by our ability to make people’s lives measurably better; our ability to deliver impact is the measure of our collective success. For we know that we are God’s handiwork, created in Christ Jesus to do good works, which God has already prepared in advance for us to do. At Food for the Hungry, we operate under a set of values called Heartbeat Values. FH Ethiopia would like to invite potential candidates to apply for the mentioned position:

Job Summary

The Procurement Officer will be responsible to collect Proforma Invoices on approved purchase requisition, prepare offer analysis and purchase orders, check quality of items to be purchased, submit purchased items to storekeeper and reports to her/his supervisor. She/he effects procurement in timely and cost-effective manner and in compliance with FH Ethiopia’s procurements policies and procedures. Procurement Officer informs requesting units status of their respective purchase requests and ensures that purchases are made in the best interests of FHE.

The 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

Key Result Area #1; Procurement Management:

  • Receives approved Purchase Requisitions (PR) for procurement of goods and services.
  • Inquires immediately more specifications from requesting units if the PR is not clearly specified and completed;
  • Collect Proforma Invoices and presents to the supervisor for further processing or approval;
  • Prepares detailed bid analysis based on Proforma Invoices and prepares Purchase Order in the name of selected supplier.
  • Ensures that purchases are made in the best interests of FHE.
  • Prepare purchase orders ensuring completeness and conformance to user requirements.
  • Collects purchased items from venders and submits to the storekeeper against official Goods Receiving Note (GRN) of the organization;
  • Ensures timely preparation of cheque or CPO in order to avoid unnecessary delays in executing purchasing activity.
  • Conduct market price assessment for planning and budgeting.
  • Support the preparation of Consolidated FHE Annual Procurement Plan
  • Support the procurement Coordinator 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 Procurement Coordinator 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

Key Result Area #2; Sourcing:

  • Support development of category strategies and approaches.
  • Assist to manage consistent and effective sourcing strategic sourcing processes.
  • 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

Job Level Specifications

  • Full agreement with FH’s Christian foundation and beliefs as expressed in The Heartbeat: our Values, Vision, and Purpose.
  • Practical experience in procurement 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.
  • 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 three (3) years relevant experience in procurement and or other directly-related technical fields is required.

Education/Certifications :  BA in Procurement and Supply Chain Management or 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 & English required;


Method of Application

Submit your CV, copies of relevant documents and Application to:

[email protected]

Use the title of the position as the subject of the email

Closing Date : 21 April. 2024


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