Procurement Officer Full Time

Country Office: Ethiopia

Work Base: Metekel Zone, Benishangul-Gumuz Region.

Availability: As Soon As Possible

Contract Duration: 6 months with possibility of extension

Female Candidates are Highly Encouraged to Apply

About Premier Urgency International

Première Urgence Internationale (PUI) is a non-governmental, non-profit, non-political and non-religious international aid organization. Our teams are committed to supporting civilians’ victims of marginalization and exclusion, or hit by natural disasters, wars and economic collapses, by answering their fundamental needs. Our aim is to provide emergency relief to uprooted people in order to help them recover their dignity and regain self-sufficiency.

PUI works in 10 areas of intervention and distinguishes itself by the implementation of an integrated approach in its response. This method aims to identify and understand the needs of all those affected by a crisis. Our teams come together to bring a rapid global response to the basic needs of populations affected by humanitarian crises to help them regain independence and dignity.

PUI in Ethiopia:

Following the north Ethiopia conflict which erupted in 2020 and the reports of recurrent drought which is affecting the life and livelihood of millions in different regions of Ethiopia, PUI decided to contribute its part to address the humanitarian needs triggered by both manmade and natural disasters. PUI has been registered with FDRE Authority for Civil Society Organization (ACSO) since June 22, 2022, to enable the organization to operate legally in the country.

Since then, PUI has been providing humanitarian assistance in Afar, Benishangul Gumuz and Amhara Regional’s addressing the needs of population affected by both manmade and natural disasters. The organization has been exploring the potential gaps in terms of humanitarian assistance in the regions where it is currently intervening and other regions.

The current projects in the Afar, Benishangul-Gumuz, and Amhara regions mainly focus on improving access to health and nutrition services for populations affected by conflict and drought. PUI is working in close collaboration with local health authorities to support the revitalization of conflict-affected health systems in these regions.

In the Metekel Zone of Benishangul-Gumuz Region, PUI is implementing humanitarian assistance programs in Debatie, Bullen, and Dangur woredas. In the Afar Region, PUI is supporting nutrition services in Abala town, Abala rural woreda, Berhale, and Dallol woredas of the Kilbati Rasu Zone. In the Amhara Region, PUI is working in Mota, East Gojjam Zone.

PUI is expanding its scope of operations in the regions where it is currently active. Part of this strategy includes its plan to reach out to more woredas in Metekel zone of BGRS including Bullen and Dangur woredas and Mandura in addition to Debatie woreda.

Overall Objective:

The Procurement Officer supports the logistics Unit in the planning, implementation and follow-up of procurements. S/he provides support and recommendations to improve the efficiency of the purchasing process at base level.

Tasks and Responsibilities

1. Procurement Planning and Strategy.

• Support the drafting of Procurement Plans, in line with internal and donors’ guidelines.
• Review the Procurement Plans on a monthly basis in coordination with base teams, verify that they match actual procurement implementation and forecast, and update them as necessary.
• Consolidate and share updated Procurement Plans as required.
• Capitalize, regularly update, and share procurement data, using the dedicated tools (suppliers list, price list, procurement validation follow-up, etc.).

1. Procurement Validation.

• Support the logistics Manager in checking all procurement files received at base for validation and verify that the documentation provided is complete and correct.
• Verify the compliance of the procurement files with regards to internal Procurement Procedures and Donors guidelines.
• Liaise with the Field teams if issues are identified in the received procurement files, in order to complete and/or correct the required documentation.

1. Purchases at Base Level.

• Support in identifying and quantifying the needs for centralized purchases whenever needed from bases.
• Handle the whole procurement processes at coordination level, in line with internal and donors’ regulations, and make sure procured items are checked by user units and properly delivered to the logistics officer for stock or directly deliver to the user unit.
• Draft procurement contracts and follow lease and FWA contracts
• Support the logistics coordinator for the implementation of market studies and large procurement procedures at mission level (Call for Tenders, Call for Expression of Interest, etc.);
• Review and submit purchase files requiring payment for the finance department.
• Do procurement follow up report for the coordination office and consolidate PFU coming from bases before for logistics coordinator validation to send to HQ

1. Internal and External Audits.

• Support the logistics manager in Performing sample check of the procurement files at bases and coordination level and provide feedback on the compliance to internal and donors’ procedures.
• Support the logistics manager in the preparation of external audits.

   

1. Archiving and Reporting.

• Ensure archiving of validated procurement files and contractual documents at base level, in compliance with PUI’s guidelines.
• Ensure soft and hard copies are archived according to PUI’s procedures.
• Support the Logistics manager in the verification and feedback on the monthly Logistics reports received from the bases.

The tasks and responsibilities defined in this job description are not exhaustive and can evolve depending on the project needs.

OUR COMMITMENTS

• Première Urgence Internationale sees diversity of nationalities, genders, beliefs, profiles and statuses among its Human Resources as a major asset for its humanitarian action and therefore compels itself to the strict observance of the principle of non-discrimination throughout its recruitment process.
• Première Urgence Internationale applies a policy of zero tolerance towards exploitation, sexual abuse and mistreatment, in all its forms, of women, children and all other vulnerable persons. It engages all its staff to promote, disseminate and respect the principles set out in its ethical charter.
• Please note that Première Urgence Internationale shall not in any case request a financial contribution for administrative costs related to recruitment. Any such information would be fraudulent, please disregard it.

Required Qualifications and Professional Experience

• BA in Logistics, Procurement, Medical sciences or a related field.
• Pharmacy background is a plus.
• Minimum of 4 years’ experience in Procurement Department (Pharmaceutical, Medical supplies and commodities, PPEs, etc. and non-medical including NFIs, etc.), preferably in an NGO; and experience with importation process (Single window, EDA application and other authority requirement is an asset)

Technical skills:

• Proficiency in data collection and analysis tools (e.g., MS Excel is essential; experience with KoboToolbox, ODK, SPSS is a strong asset).
• Familiarity with project documents such as the Logframe and Indicator Performance Tracking Table (IPTT).

Language:

• Amharic and English
• Any other local language

Expected personal characteristics:

• Reliable, rigorous and well organized
• Able and willing to learn to extend his/her scope of work
• Able to manage priorities, take initiatives and work without constant supervision – Motivated and dedicated to his/her job
• Good communication skills, diplomacy, and a solution-oriented attitude
• Curiosity and interest in the organization’s activities
• Good ability to manage deadlines in emergency response contexts (stress resistance).
• Honesty, integrity Adaptability, flexibility
• Autonomy, sense of initiative and anticipation
• Punctuality