To support high-quality management of the British Council’s procurement activities. The post holder will be responsible for overseeing and managing the procurement process, including the creation of purchase orders, goods receiving, and vendor follow-up. This role plays a crucial part in ensuring efficient and compliant procurement activities to support the organization’s operations.

The Temporary Office Administrator will also be responsible for filing quarterly VAT return submissions to the Ethiopian Revenue Authority. They will also support the finance function in making sure that open POs are closed on time to ensure monthly and quarterly compliance for the country office.

Main accountabilities but not limited to the following:

General procurement support:

Generate and manage purchase orders accurately and on time. Ensuring all supporting documents for creating purchase orders are provided

Collection of invoices and cash receipt vouchers from vendors and submission to finance for payment processing and VAT refund return  preparation

For hotel, Flight, grant, and consultancy services follow-up invoices and other supportive documents from project officers

Collaborate with internal stakeholders to understand procurement needs and specifications.

Ensure compliance with organizational procurement policies and guidelines

Coordinate goods receiving activities to verify the receipt of ordered items.

Collaborate with relevant departments to confirm the quality and quantity of received goods.

Establish and maintain strong relationships with vendors.

Communicate with vendors to clarify specifications, negotiate terms, and resolve any issues.

Conduct regular performance evaluations of vendors to ensure quality and reliability

Monitor and track the status of open orders with vendors.

Communicate proactively with vendors to obtain order status updates.

Address any delays or issues in collaboration with vendors to ensure timely deliveries

Ensure all procurement activities adhere to relevant laws, regulations, and organizational policies.

input on cost-saving initiatives and negotiate favorable terms with vendors.

Finance and compliance support

Prepare monthly/quarterly/yearly returns to local authorities (includes filing and following up of VAT from authorities, preparation, submission, and payment of tax and pension returns to the Revenue’s Authority)

Incordingation of operation and program colleagues Ensure open Purchase Orders are closed on time and also make sure there are no instances of late Purchase orders and late payments. closure.

Functional Team Working:

Contribute to ensuring the policies, procedures, and systems are delivered with integrity.

Actively support equality and diversity and work to the British Council’s EDI policy at all times

The post holder reports to the operation Manager and will work in coordination with the country finance controller for the finance tasks

Role-specific knowledge and experience:

Essential requirements:

First Degree in Business Administration, Supply Chain Management, or related fields

2 years of work experience

Computer Skills: knowledge of Outlook, Word, and Excel

Desirable:

Experience working in the NGO sector

Experience working with SAP