Vacancy Announcement
OXFAM GB in Ethiopia invites applicants for the following post
Position : Procurement Officer
Duration : 8 months
Duty Station :Jijiga
Closing date :16 June, 2017
Shaping a stronger Oxfam for people living in poverty
Country Context
A new Oxfam Country Strategy was finalized in 2015 and a Country Operating Model in 2016. A transition process has been completed to amalgamate all existing Oxfam operations in country under one roof. A new operating model has been introduced for Vision 2020 and will be rolled out and embedded in Ethiopia over the next 3 years. A key component of this is the establishment of an Executing Affiliate (EA) to operationalize the Oxfam programme in Ethiopia, under the oversight of the Oxfam International Country Director. As the legally registered entity in the country, it employs in-country staff, is the asset holder, primary contract signatory with in-country donors and suppliers, manages finances and provides back office support and IT systems, and represents the Oxfam Confederation in country. Complementing the work of the Executing Affiliate are Partner Affiliates that provide funding (restricted and unrestricted), thematic expertise and influencing capacity.
Team Purpose
The Business Support team will be accountable for ensuring that all business procedures (Finance, Human Resource, Logistics and IT) are adhered to and implemented in a manner that is compliant with Oxfam policies, standards and procedures.
In particular, the Logistics Team will provide a professional, business focussed on logistics, delivering proactive solutions based approach for resolving issues and ensuring that the operational business requirements are effectively managed to deliver organisational results, and support the achievement of program outcomes.
Job Purpose
The main purpose of the Procurement Officer is to work as part of the logistics team, leads the procurements in Jijiga and serves as focal point for other field offices in the region in the delivery of efficient cost effective and quality procurement services. Support programmes in the management of all responsibilities related to procurement, purchasing and custom clearing, notably developing and maintaining relationships with suppliers to achieve best service, ensure Oxfam procurement is ethical, transparent and achieves value for money, and ensure timely processing of orders and payment of suppliers.
Key Responsibilities and Accountabilities
1. Vendor relationship management
· Identify opportunities for new and integrated supply agreements
· Participates in the selection of suppliers based on criteria.
· Conducts a comparative analysis on supplier prices.
· Carrying out market assessment to identify potential vendors through a supplier mapping exercise which will provide adequate supply chain efficiency to Oxfam offices
· Take lead to ensure a wider Framework Agreement (FA) process for all category utilised by Oxfam’s projects and sign a FA and Service Level Agreement (SLA) with identified and successful vendors.
· Reviews and evaluates the performance of the suppliers
· Establishes and manages vendor database.
· Ensure that all Oxfam contractual matters including contracts and frame work agreements for goods, services, works and consultancy are up-date, and well maintained.
· Development of Key Performance Indicators (KPI) for new and existing suppliers and monitoring of these
· Maintain and retain monthly contracts and procurement trackers to identify KPI on output
· Gain economic savings and increased service levels from suppliers
· Provide excellent customer service and ensuring that a professional manner is maintained with customers at all times
2. Procurement
· Ensures all programmes and operations develop procurement plans
· Reviews procurement plans and all specifications
· Ensure creating and maintaining materials lists in the supply plan (SP) per project activity.
· Review the supply plan for relevant project activity(s) and inform the Logistics Manager for Supply technical validation.
· Ensures all programmes and operations develop specifications for requirements.
Decides, based on Oxfam procurement policy, most appropriate method of acquisition, from formal procurement to shopping
· Responsible for assessing market conditions and possibilities available for procurement, and deciding which Procurement method is the most appropriate and required for each Procurement Schedule instance.
· Responsible for creating and sending Invitation To Tender (ITT) documents, also for receiving and review for completeness and eligibility the Tender Bids got from suppliers, completing Bids details of valid tenders, and creating and completing corresponding Comparative Bib Analysis (CBA).
· Ensures that the Invitation to Tender (ITT) and Request for quotations (RFQ) are performed as per the procedures, timely delivery of supply needs meeting project requirements, and to optimize cost efficiency in the use of resources in the most transparent and accountable way
· Develops call for proposal, call for acquisition, issue RFQ and Purchase orders.
· Manages procurement / tender administration process, including call for proposals, receipt of proposals, evaluation of proposals, award of tender, negotiation of contract, delivery of goods
· Supervise all filing and document management within the logistics department and ensure it is done in a systematic, coherent and transparent way so as to meet Oxfam/ donor’s needs, obligations and requirements.
· Keep ITT documents, Bids/tenders and signed CBA supporting audit trail.
· Perform regular checks on the progress made on all item lines included in Procurement Schedules (PS)
· Monitor internal procurement systems and processes and ensure that compliance is achieved across the organisation.
· Ensure that Oxfam procurement procedures are followed and that authorization levels are respected.
· Provide staff with training on Oxfam’s procurement systems and processes to a knowledge level relevant to their position
1. Order processing
· Processes the necessary clearance documents
· Closely liaising with the clearing agents
· Carries out all necessary procurement activities.
· Ensure Procurement Scheduling and item grouping is done in accordance with the procedures, so that Procurement Schedules (PS) are directed to ensure timely delivery to meet project needs and to optimize the use of resources in the most transparent way.
· Ensures the proper processing of assigned customer orders.
· Verifies quantification of orders.
· Verifies that the required order is within the agreed budget
· Coordinates the Sales and Dispatch officers when processing the orders
· Submits final invoices to the Finance and Accounts Department.
2. Others as part of the Logistics Unit
· Assist Logistics Manager in reviewing and revising /developing procurement and supply policies and procedures.
· Ensure that monthly logistics reports are compiled and reviewed and submitted to country office in a timely manner.
· Serve as a focal point for all Oxfam partners Logistics and procurement issues such as partner assessment and technical support to partners.
· Perform such other duties as assigned by the Logistics Manager.
Essential
· Bachelor (BA) or Degree from a recognised university/collage in Logistics, Operations or any other areas that can bring an added value to the post.
· Relevant logistic experience of 3-5 years (including, Logistics and Supplies management) for BA holders or 5-7 years for Diploma holders, preferably in an international NGO like Oxfam.
· Good knowledge and experience of procurement and purchasing
· Able to work with little supervision and use initiative to a good degree
· Good interpersonal and team working skills
· Experience and training of procurement management
· Understanding and application of concepts of transparency, ethical procurement, and value for money
· Technical skill of product specification
· Data management and reporting skills
· Computer knowledge, MS word and excel
· Sympathy with the aims and objectives of Oxfam
· Commitment to humanitarian principles and action
Commitment to Oxfam’s equal opportunity and gender policies. Demonstrated experience of integrating gender and diversity issues into logistics programmes