The vision of ECX is to become a leading and dynamic Exchange in Africa. ECX has a mission to provide a modern, efficient, transparent and reliable market platform to serve the national development goals through adaptation of technology, excellence in innovation and with integrity. ECX is a unique partnership of market actors, Members of the Exchange, and its main promoter, the Government of Ethiopia. ECX represents the future of Ethiopia, bringing integrity, security, and efficiency to the market. ECX would like to recruit motivated and qualified applicants for the following positions.
Job Purpose:- Plan, organize, coordinate, manage and monitor the overall activities of the Division; ensure the principle of procuring the right goods/services with the right price from the right place at the right time is implemented for all procurements in line with the ECX Procurement Policies and procedures; ensure up-to-date procurement record is maintained; devise plans and ensure the implementation of the division’s work plans; lead, coach/mentor, develop performance plan and evaluate the performance of employees under his/her direct supervision; and produce periodic reports of the Division.
SUMMARY MAJOR DUTIES AND RESPONSIBILITIES
· Plan, organize, direct and control the activities of the Division; and take corrective measures as needed;
· Assists and/or advise user organs for better understanding and planning of procurement needs, development of specification and how to match this with ECX Procurement policy and procedure;
· Prepares the corporate level annual procurement plan based on approved annual budget and plan;
· Develop /review individual performance plan of his/her own and the team under his//her direct supervision, monitors their performance and takes necessary corrective action;
· Develops/reviews and continuously upgrading procurement policies, procedures, guidelines, templates, performance standards (SLA), and ensure their proper implementations;
· Ensures that pro forma invoices are collected and the necessary authorization obtained before purchasing is processed;
· Serves as member for the ECX Procurement Approving Committee - being responsible to develop, prepare agenda and initiate meetings; and ensuring that the procurement process is aligned to the procurement procedure and records (Minutes) for all meetings are documented;
· Checks the accuracy of tender evaluation report, selection of supplier, and award letter, gets timely approval and facilitates timely processing of procurement;
· Reviews drafted procurement contracts in line with the provisions of the Manual and negotiate with vendors to assuring legal or other requirements are met ; confirms with suppliers and/or service providers;
· Ensures that bank, insurance, shipping, customs and other formalities necessary for the importing of goods are completed;
· Checks the accuracy of payment request and accompanying documents, passes it over to relevant unit for the approved procurements, and ensures their timely processing and settlement of payments after procurement;
· Monitors the progress of procurement activities, checks the procured items are asper the requests, specifications, and contract, notifies the relevant unit or users, and ensures the timely passing over of the item to the store;
· Designs, implements, and manages effective procurement data management system which is capable of capturing or record key regular procurement activities;
· Establishes and maintains strong relationships both internally and externally with suppliers, customers, public procurement agencies etc. externally to effectively and efficiently execute the division’s role and responsibilities;
· Directs, leads, guides, supports and controls staff responsible to him/her to ensure that they are appropriately motivated and trained to meet all Division’s targets and that they carry out their responsibilities to the required standards;
· Supervises the work activities of his/her subordinates through appropriate work load allocation, task prioritization to ensure efficiency in carrying out procurements; monitors their progress on duties they are assigned for; evaluates their performance, takes measures to continuously improve their performance;
· Prepares and submits weekly, monthly, quarterly and annual activity reports of the Division;
· Performs other duties assigned by the immediate supervisor.
Required Qualification and Experience
· MA/BA in Procurement & Supplies Management/Business Administration or related fields.
· 8 years for BA and 6 Year for MA/MBA and 3 years’ experience in managerial positions in Procurement, Logistics, Finance, Property and related fields.
Required Skill:
· Excellent leadership, time management & prioritizing and decision making skills;
· Considerable knowledge of legal terminology, contractual methods, requirements, and governmental budgetary policies and procedures;
· Ability to motivate staff and build teams;
· Excellent interpersonal, negotiation and report writing skills;
· Demonstrate a higher degree of honesty, integrity & professionalism;
· Demonstrate to be a team player, and is courteous;