Procurement Officer

About GOAL

GOAL’s mission is to work with the most vulnerable communities to help them respond to and recover from humanitarian crises, and to assist them to build transcendent solutions to mitigate poverty and vulnerability.

GOAL is a non-for profit organization that has been working in Ethiopia for over 30 years across all the region of the country towards ensuring the poorest and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental rights of life, including but not limited to adequate shelter, food and livelihoods, water and sanitation, nutrition, healthcare and education. GOAL implements a range of multi-sectoral development, resilience, recovery and humanitarian responses Programmes by being sensitive to cross-cutting issues including gender, accountably, child protection, HIV/AIDS.

We envision a world where poverty no longer exist, where vulnerable communities are resilient, where barriers to wellbeing are removed and where everyone has equal rights and  opportunities. GOAL Ethiopia’s main donors are Irish Aid, USAID/OFDA, EHF, ECHO and other private donors.

General Description of the Role:

The Procurement Officer is responsible for the management and administration of procurement cases on behalf of the procurement department in order to facilitate the smooth running of GOAL programmes in Ethiopia. S/he is to ensure that orders for goods, services and works are processed promptly and good value for money is obtained according to the existing GOAL Logistics and Procurement Guidelines.

Key Areas of Accountability/Duties

·    Under the supervision of the Senior Procurement Officer:

·     Receive and process orders assigned by the Procurement Manager or His/her Assistant from the field sites and Addis Office, checking that order has been correctly filled, that quantity/specification is provided, that coding has been provided and the order has been properly authorised 

·    Prepare necessary request for quotation or Enquiry forms for all required suppliers and service providers, with all specifications, indicate closing dates to receive quotations, with strict adherence to GOAL/donor rules and regulations, receive quotations for local procurements based on requirements/specifications and prepare a bid analysis as per the received quotations and together with PCOM (where applicable) make recommendations to award a contract/purchase order, prepare required purchase orders (POs) ensuring correctness and details of specifications, quantities and financial information for submission and approval

·    Acknowledge orders received and where possible provide initial feedback on costing estimates and delivery times

·    Where requested, help/liaise with requesters/Budget Holders to develop specifications, availability, rough costing as per previous procurements offers etc;

·    Ensure compliance with Donor/GOAL procurement policies and in-country SOPs. Assist in the maintenance of the supplier/vendor list and participate in market surveys as required

·    Assist the Procurement Manager and his/her assistant in the initiation of FWA’s and coming up with the expressions of interest for all categories of purchase (pre-qualification of suppliers)

·    Ensure all procurement files are held in soft copy in the logistics folder on the shared drive, and the completed file is correctly named

·    In liaison with the Logistics Department coordinate the reception of goods from supplies and follow up with suppliers / transporters on items missing or damaged in transit

·     Ensure delivery dates and time is shared with the warehouse personnel well in advance before delivery of the goods

·    Assist to ensure payment of suppliers is made promptly and that the finance department receives all the necessary documentation.

·    Ensure procurement is undertaken in a timely manner to minimize disruption to programmes. 

·    Ensure that the inputs from the individual tracker is shared with the Procurement Manager or his/her Assistant and Database officer for update of the order tracking sheet

·    Provide advance warnings of delays / shortages or other problems to programme managers

·    Develop a clear knowledge and understanding of GOAL procurement procedures and ensure that all purchases are fully compliant with GOAL/Donor rules and standard procurement regulations.

·     Make sure that all suppliers are dealt with fairly and equally. You must never use your position for personal gain and should refuse any gifts that are offered by suppliers. 

·    Ensure items are never purchased from family members. If a conflict of interest arises you must declare and request the involvement of an unbiased GOAL colleague in relation to the specific order / issue.

·    Ensure the receipt of all goods procured locally is properly recorded using the correct GOAL procurement documentation e.g. GID and a copy is filed with the finance paperwork.

·     Any other task as designated by the line manager or their direct line management

Integrity:

·    Honest, encourages openness and transparency; demonstrates highest levels of integrity Additional Roles

·     Ensure that the following files are correctly managed and coordinated to the PM/APM

·    Procurement files are well organized

·    Conduct terrorist check for all suppliers

·    Ensure that all email correspondence and computer files are stored in a structured and organized manner (oversight and management of the shared drive for procurement) 

·    Prepare the funds forecast and present to Assistant Procurement Manager for review on monthly basis (by 12 of every month)

·    Prepare all the documentation to tender opening committees and ensure that all members are available, keep the minutes and ensure compliance

REMUNERATION and BENEFITS:

·         Skill: Excellent judgment and decision making, clear verbal communication, situational awareness, close monitoring, problem solving, critical thinking, active listening

·         Passionate, strongly dedicated and highly committed to work for the improvement of the poor community.

·         Resilience: Maintains focus and intensity and remains optimistic, persistent and professional even under adverse, stressful or difficult situations.

Commitments:

GOAL’s recruitment procedure is fair and transparent which is also in line with the organization’s commitment to its integrity, honesty and culture. GOAL is committed to ensure that, its performance complies with the terms and conditions of relevant agreements, applicable laws & regulations. Hence, pre-employment background checks will be conducted, and employees are required to read, understand, sign and implement different polices including safe guarding and child protection policy, Protection from Sexual Exploitation and abuse policy, sexual harassment policy, code of conducts and any other rules and regulation of the organization. GOAL is strongly committed not to harm the people under its care.

GOAL Ethiopia is committed to safeguarding and promoting the safety of people who involves in its work and demands all staff exhibit the highest commitment. GOAL Ethiopia will verify skills and commitment of the candidate in the assessment process and perform Background reference check.

Do you want to join an exciting organization that brings high level impact to the community and add value to your professional advancement?  Then join us if you have:                    

• Degree or Diploma in purchasing/supply chain management or similar and relevant study
• At least 2-3 years’ experience working in similar role in an INGO/NGO or private sector
• Good computer skills; MS Excel, Word, PowerPoint and Outlook
• Good Communication skills in English – reading, writing and speech
• Good negotiation skills
• Flexible to work at odd hours and willingness to travel to the field offices,