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Emergency Procurement Officer

The Organization 

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. 

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And it’s girls who are most affected. 

Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. 

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.  

We have been building powerful partnerships for children for over 80 years, and are now active in more than 70 countries.

ROLE PURPOSE

This role will contribute to the quality of program implementation in Amhara Emergency Response (PA) – debre Birhan Sub Office by providing crucial support to WASH, Nutrition, Resilience through education, ECCD and emergency education and Child Protection programs.  

DIMENSION OF THE ROLE

Under the supervision of the Emergency Logistics Coordinator, the Procurement Officer is responsible for the implementation of the Procurement Guidelines and Procedures in the Amhara Emergency Response (PA) – debre Birhan Sub Office. He/she fulfils this responsibility through the processing and follow-up of requisitions into purchases and tenders. The Procurement Officer pro-actively performs supplier management and he/she is also the Secretary (not a voting member) of the Tendering Committee. 

The post-holder will be based in Debre Birhan.

The post-holder reports to Emergency Logistics Coordinator 

THE PROCUREMENT OFFICER HAS END RESPONSIBILITY FOR:

• Timely collects of performa invoices (quotes) as per the approved purchase requisition for goods and services 

• processing and follow up of goods and service requests in the Program Area; 

• the output and performance of designated staff, through supervision and evaluation; 

• Creating a positive working environment in which continuous improvement, service- mindedness, transparency and open communications are key values.   

ACCOUNTABILITIES

• Responsible for sourcing of products, collection of quotations/proforma and performing purchase transactions.  

• Ensures that purchased items and services meet the stated requirements and takes care of delivery to the Program Area office.  

• Collection of information about suppliers and market conditions and reporting supplier details, product lists and price lists to the Emergency Logistics Coordinator. 

• Performance of transparent transactions, purchasing and delivery of goods and services within prior agreed lead times and ensures that all purchases are properly documented. 

• Prepare a weekly overview of requisitions processed and outstanding, including lead times; 

• Receives requests for goods and services (requisitions) and ensures their completeness/ compliance before they are processed; 

• Advises requestors about product description and specification, prices, lead times and availability, promoting standardization, value for money and economy of scale; 

• Commits to lead time estimations and is held responsible until timely indicated otherwise on the basis of clear and justifiable grounds; 

• Collects quotations as per the Procurement Guideline and forwards them to the 

Supervisor; reports any difficulties (sourcing, stock outs, unavailability) immediately to the supervisor and consults the requestor when needed; 

• Coordinates the collection/delivery of goods, including adequate record keeping (GRN, GIN)  

• Arranges transportation from suppliers to the office/warehouse, as necessary; 

• Prepares comparative bid analysis for tender bids, takes minutes and reports outcome for the Tendering Committee; 

• Receives/collects invoices, arranges cash/cheques and withholding tax receipts with the Finance Department and makes payments when required; 

• Settles all payments and/or cash advances with legal VAT receipts on a daily basis. 

• Maintains an up-to-date Suppliers List and submits the list regularly for revision and endorsement to the Emergency Logistics Coordinator, Program Area Manager, Tendering Committee and PAMT; 

ADHERENCE TO PLAN INTERNATIONAL POLICIES 

Ensure that Plan International’s global policies for Safeguarding Policy and Gender Equality and Inclusion are fully embedded in accordance with the principles and requirements of the policy including relevant implementation standards and guidelines as applicable to their area of responsibility. This includes, but is not limited to, ensuring staff and associates are aware of and understand their responsibilities under these policies and Plan International’s Code of Conduct, their relevance to their area of work, and that concerns are reported and managed in accordance with the appropriate procedures

KEY RELATIONSHIPS

Working contacts inside and outside the organization; include the purpose and level (high, medium, low) of the contact 

To maximize service delivery by the department, the post holder will be required to maintain a range of good working relationships within the organizations’ networks. 

PHYSICAL ENVIRONMENT

  • Must work under high pressure and intensive emergency response program.
  • May also include working extra hours 

LEVEL OF CONTACT WITH CHILDREN

Mid contact:  Occasional interaction with children

TECHNICAL EXPERTISE, SKILLS AND KNOWLEDGE

 Essential

• Diploma/BA Degree in Purchasing and Supplies Management Business Administration/logistics Management or related field.  

• Minimum of 5 years relevant experience for diploma holders and 3 years relevant experience for BA and relevant work experience in INGO environment, involving in the procurement of both emergency and development programs.  

• Substantial experience in procurement.  

Desirable

• Strong negotiating skills. 

• Good interpersonal skills. 

• Proficient in computer skills and use of internet and other applications. 

• Able to work with minimum supervision. 

• Excellent  verbal and written communication skills; both in English & Amharic 

The closing date for the application in June 22, 2021. Qualified candidates should submit the application through DireJobs.

This position is only open to Ethiopian Nationals, who must be eligible to live and work in Ethiopia.  

References will be taken and background and anti-terrorism checks will be carried out in conformity with Plans Child Protection Policy. Plan operates an equal opportunities policy and actively encourages diversity, welcoming applications from all persons meeting the skills and experience required.

As an international child centered community development organization, Plan International is fully committed to promoting the realization of children’s rights including their right to protection from violence and abuse. That means we have particular responsibilities to children that we come into contact with.

Plan International believes that in a world where children face so many threats of harm, it is our duty to ensure that we as an organization, do everything we can to keep children safe. We must not contribute in any way to harming or placing children at risk.

Female applicants are highly encouraged to apply.