Procurement Coordinator
Description
TITLE: Procurement Coordinator
REPORTS TO: Head of Procurement
LOCATION: Addis Ababa
GRADE: 3A
CONTRACT LENGTH: 1 Year, with possibility to extension
CHILD SAFEGUARDING:
Level 3: the role holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work in country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process staff.
ROLE PURPOSE:
Responsible for procurement of goods and services to the program. The post holder should maintain procurement, effective, efficient and accountable management of procurement for all funding sources, guarantee availability of assets, equipment, supplies, materials and consultancy services at the best possible price and quality and efficient use of the Response resources. Furthermore, the delivery of items in a timely manner.
In coordination with the Procurement team, review and update as needed the procurement and other procurement functions policies and procedures, build the capacity – on the job approach – of the supply chain team across the supply chain functions. The role holder will endeavour to apply SCI procurement policies and procedures and donor regulations so it is implemented correctly
KEY AREAS OF ACCOUNTABILITY:
- Under the direction of the Head of Procurement, undertake market research and analysis, run tenders and set up pre-qualified supplier lists and Framework Agreements (FWA)
- Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings ensuring value for Money, quality and delivery
- Provide support to the Head of procurement and program manager on annual procurement plan preparation, reporting and consolidation
- Provide an advisory role for the functioning of the procurement committee. Ensure due process is followed and fair/transparent purchasing decisions are made.
- Oversee the preparation of purchase orders based on best quality and best cost of supplier.
- Maintain proper documentation of all procurement.
- Establish preferred vendor listing for use across the Ethiopia country program as per SCI policies and procedures.
- Implementing all procurement transactions and activities according to SCI rules and regulations and ensure all staff engaging in procurement activities understands and applies the correct rules and regulations.
- Ensure the application of policies and processes is conversant with the donors’ policies if applicable.
- In consultation with the Head of Procurement, establish mechanisms to monitor compliance.
- Oversee of the delivery supplies/services between supplier and programme/CO.
- Negotiate leases (if applicable), agreement for service and supply contracts/FWAs.
- Lead on procurements, whenever necessary and build the local capacity accordingly.
- Collaborate with Finance Team to ensure that payments to suppliers and service provider are made in a timely manner.
- Manage supplier performance
Support the Delivery of SCI Ethiopia Sourcing Strategy:
- Under the direction of the Head of Procurement undertake market research and analysis, run tenders and set up pre-qualified supplier lists and Framework Agreements (FWA) where appropriate for key spend categories in Addis Ababa and field offices
- Manage suppliers professionally and proactively, providing feedback to improve performance and leading periodic review meetings.
- Implement all new procurement procedure platforms and tools ensuring that are fully utilized throughout the country program, providing high level strategic direction and support. This includes playing a leading role in ensuring the CO has completed Supply Chain-related readiness activities that the CO gains as much value from the system as possible.
- Ensure that all backlogs are cleared.
- Ensure that weekly and monthly reports are of high quality and produced in a timely manner.
- Ensure that proper trail of documents as per SCI policies are in place.
- Ensure that SCI policies are properly followed and implemented.
- Generate system and processes across all functions of Procurement according with gaps and needs.
SKILLS AND BEHAVIOURS (our Values in Practice)
Accountability:
- Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
- Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved Ambition:
- Sets ambitious and challenging goals for themselves (and their team), takes responsibility for their own personal development and encourages others to do the same
- Widely shares their personal vision for Save the Children, engages and motivates others
- Future orientated, thinks strategically
Collaboration:
- Builds and maintains effective relationships, with their team, colleagues, members and external partners and supporters
- Values diversity, sees it as a source of competitive strength
- Approachable, good listener, easy to talk to
Creativity:
- Develops and encourages new and innovative solutions
- Willing to take disciplined risks
Integrity:
- Honest, encourages openness and transparency
QUALIFICATIONS AND EXPERIENCE
- BA degree in purchasing and supplies management, Engineering, Business Management, Accounting and any other related afield
- At least 4 years of experience working in supplies, procurement, Supply chain functions. And coordination function
- Good interpersonal skills,
- Good written and spoken English
- Knowledge of ERP system
- Proven experience working in a team.
- Commitment to and understanding of Save the Children’s International aims, values and principles. Good prior knowledge of SCI supply chain policies, systems, processes and procedures.
- Well oriented in emergency response/humanitarian environments.
- Good experience in procurement operations
- Ability to build relationships quickly with a wide range of people – team player
- Proven track-record in procurement functions, managing and supervising other junior supply chain staff, and providing training and capacity building
- Experience of advising and supporting others at all levels with procurement aspects of a programme, including demand and procurement planning, support the development of procurement staffing structures, and budgeting
- Excellent planning, management and coordination skills, with the ability to organize a substantial workload comprised of complex, diverse tasks and responsibilities.
- Good all round knowledge in SCI supply chain systems, policies and procedures.
Desirable
- Experience working in NGOs is an added advantage
- Professional certification such as CIPS, CIPM and other related certifications are an added advantage