Under direct supervision of the Head of Finance and Administration, and with close oversight from the Country Director, the Senior Procurement Officer is responsible for the management of all procurements of goods and services, identify vendors, and manage Request for Quotations. He/She is responsible for processing service contracts, leases and rental agreements and supporting project trainings, workshops and meetings as per SHA policy and procedure. The SPO is responsible to initiate a competitive tender process and framework contract agreements in accordance with the consolidated procurement planning. He/She identifies risks, challenges and resolves concerns.

Key Responsibilities

Procurement

• Preparation, co-ordination and implementation of consolidated annual procurement plans.
• Consolidate Country Office annual procurement plans received from user departments for timely, coordinated and efficient/economic procurement
• Ensure the procurement plans and its specifications are strictly adhered by user departments in line with approved budgets.
• Formulate the Value for Money (VFM) framework to inform the organisation procurement is in line with donor and internal rules
• Preparation of Request for Quotation (RFQ) documents and communicate with the suppliers.
• Coordinate the receipt, opening and evaluation of quotations, tenders, or proposals for goods, services or works together with the TCOM/PCOM.
• Preparation and management of contracts in liaison with the CD for its legality and ensure proper authorisation in accordance with SHA policies.
• Review of monthly procurement planning, ensuring project managers adhere to procurement plans in line with budgets;
• Ensuring Preferred supplier lists are in place and due diligence performed;
• Ensure to establish and regularly update Order Tracking Sheet for procurements logged into the system
• Ensuring timely, efficient and effective procurement of goods, services and works, while strictly adhering to the procurement policy;
• Establishing in liaison with the relevant projects and end-users, quality specifications of goods and services required by SHA;
• Provide support and guidances to the field procurement officers to ensure effective service delivery and organisation policy is fully adhered.
• In consultation with TCOM/PCOM, establish essential and award criterias in advance of the tender process and seek for CD and HQ approval as per SHA policy
• Carrying out designated checks on quality and security aspects of procurement in coordination with the technical unit;
• Secretary to the Bid Evaluation Committee; collate and present procurement documentation to the relevant Tender committee for adjudication and award;
• Administration and documentation of CBAs, on Salesforce for Tenders and Negotiated Procedures above €1K
• Prepare supplier’s contracts and purchase orders and submit for approval;
• Maintain files and records for all procurement processes, tenders, procurement evaluations, contracts, Purchase orders and all correspondences relating to the procurements on Salesforce and Box;
• Submit procurement documents, contract and CBAs for payment processing on Salesforce;
• Assist Logs Officer for asset tagging and recording on Salesforce
• Facilitate the annual procurement audit, fixed asset count and other internal, donor or statutory audits and procurement or asset reviews.
• Assist Logs Officer for insurance cover for all assets and equipment for SHA.
• Recommend any changes that would strengthen the integrity of procurement and fixed asset management
• Report compliance to internal and donor policies
• Provide regular training and support to colleagues on procurement and associated policies to Ensure all relevant staff members are aware of their responsibilities
• Ensure detailed understanding and application of the procurement policy across the CO
• Ensure all procurement activities are conducted in ethical manner.
• Ad-hoc tasks that may arise

Administrative

• Ensure for continuous improvement to bring efficiency and effectiveness to the procurement function of the Country Office.
• Ensure procurement vendor records are timely and accurately set up and updated within the system.
• Coordinate the annual vendor list review and management.
• Process purchase request internally or externally, as requested by concerned departments;
• Work with the Logs officer to ensure the collection of all Goods Receiving Reports, Store Requisitions Issue Vouchers, Waybills, & Other related documents.
• Ensuring all necessary paperwork is scanned and saved to Salesforce and/or Box
• Assist the Logistics office in managing the disposal of obsolete and disposable items with authorisation from the HQ.
• Checks and verifies the accuracy of all documents and other relevant supporting documents prior to processing the payment;
• Responsible for reporting the outcome, and if there is any discrepancies in any of the item, investigates and effects adjustment after proper management approval;
• Participate in periodic/annual inventory of all line items;
• Perform any other assigned tasks by the HoFA and CD

Knowledge and Experience

• Ability to communicate both in Amharic and English in writing and speaking
• Ability to handle and care sensitive matters
• Knowledge of appropriate computer software to handle the task
• At least 7 years of relevant experience with first degree, and 4 years of relevant experience plus post graduate degree in a similar role.
• 1 year experience in humanitarian organizations in a similar role dealing with both local and overseas Procurement

Qualifications/Other Requirements

• BA/MSC Degree in management, purchasing and supplies management or business administration or related field

Role Competencies

• Demonstrate flexibility in the face of change
• Attention to detail in review and planning
• Ability to manage multiple priorities without loss of composure
• Determines the appropriate allocation of time
• Demonstrate the ability to foresee problems and prevent them by taking action
• Interact professionally with clients and colleagues
• Properly responds to requests with accuracy and courtesy
• Work as a competent member of team, willingly providing back-up support for co-workers when required
• Proficiency in using standard office equipment such as computers, fax, photocopier, scanner etc.
• Proficiency in quickly adapting to new technology and easily acquiring new technical skills
• Exhibit sound judgement and ability to make reasonable decisions in the absence of direction
• Refer problems to appropriate person when necessary
• Work effectively without constant and direct supervision or guidance