MAJOR/KEY RESPONSIBILITIES AND TASKS:
Specific responsibilities include, but are not limited to the following:
Procurement planning, processing and record keeping
Makes follow up on preparation of procurement planning
Checks and ensures accuracy of quarterly procurement plans
Ensures the FO procurement is done according to the set procurement plan
Documents hard copies of quarterly procurement plan
Processes all PRs directed within the lead time
Checks accuracy of all received quarterly PRs
Ensures proper PRs BvA entry
Ensures Proper preparation of RFQ and fair distribution of RFQ to suppliers
Ensures proper preparation of Purchase orders
Ensures proper and accurate preparation of Payment requests
Ensures that suppliers are ATC cleared before payment is effected
Keeps record of ATC cleared suppliers properly
Ensures that all suppliers working with the FO are ATC cleared on annual basis
Ensures that weekly procurement update is sent to all staff consistently
Ensures proper documentation of all procurement documents
Maintains completed PRs' files per grant
Ensures safety of Procurement files and contract documents
Warehouse, asset and fleet management
Advise programs and operations on efficient utilization of materials in the store and propose possible measures on old grant items in the warehouse. .
Produce timely and accurate warehouse reports on monthly basis.
Controls Asset and property movements within and from the field office.
Conduct inventory cycle count as per the agreed time line twice monthly, quarterly and provide the report for the SC manager and Supply Chain Coordinator
Conduct proactive assets tracking including monthly inventory checking, annual count and identify disposable assets.
Ensure vehicles authorized movements for every movement of IRC business
Ensure efficient and effective weekly vehicle planning and utilization and integrate with program and operation staff on this.
Ensure that all IRC vehicles are being equipped with updated safety equipment, materials and kits. Conduct regular vehicle spot checks.
Staff Management.
Ensures that all staff under his/her supervision has set performance objective and
received performance feedbacks on a regular basis.
Reporting
Prepares reports as assigned
Diploma/degree in Supplies Management, Purchasing Management, Business
Management, Commerce, Accounting and related discipline from recognized college.
Minimum of six years relevant experience for Diploma and four years relevant experience for degree
Skills Required
Very good knowledge and experience in Microsoft Word and Excel software application.
Must have good command of both spoken and written English and Amharic
Proven Ability to handle workloads and to work under pressure.
Give attention to details
NGO experience is plus
Adaptability: working in a multi-cultural environment.
Excellent representational skills