Internal/ External Vacancy Announcement
INTRODUCTION
Save the Children has a small global advocacy office in Addis Ababa (alongside offices in Brussels, Geneva and New York) that is registered with the Ministry of Foreign Affairs under the name of “Pan African Office”. The office has responsibility for (i) engaging with international and regional institutions such as the African Union Commission and the United Nations Economic Commission for Africa, and (ii) providing support to Save the Children programmes across the African continent. The office also hosts a number of technical advisors who are focused on a full sub-Saharan Africa portfolio.
Save the Children is an organization for talented people with different backgrounds and perspectives. We are proud that our people are representative of the children we work with and we thrive on our diversity. We are an equal opportunity organization dedicated to our core values of Accountability, Ambition, Collaboration, Creativity and Integrity. Our culture is embedded in these values, along with a strong commitment to our Child Safeguarding Protocol, ensuring that all representatives of Save the Children demonstrate the highest standards of behavior towards children both in their private and professional lives.
Save the Children offers sound employment conditions with opportunities for personal growth and development. If you are interested to work in an organization that is determined to achieve dramatic change for the most vulnerable children, we encourage you to look through the job profile below.
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Job Title | Logistics and Procurement Associate |
Code | 011/2018 |
Place of Work | Addis Ababa, Ethiopia |
Program/Unit | Global Advocacy Offices |
Grade | Internship |
Monthly Salary | Based on the organization scale |
Length of Contract | 3 months |
No. of Position | 1(one) |
Job Summary:
Save the Children has a small global advocacy office in Addis Ababa (alongside offices in Brussels, Geneva and New York) that is registered with the Ministry of Foreign Affairs under the name of “Pan African Office”. The office has responsibility for (i) engaging with international and regional institutions such as the African Union Commission and the United Nations Economic Commission for Africa, and (ii) providing support to Save the Children programmes across the African continent. The office also hosts a number of technical advisors who are focused on a full sub-Saharan Africa portfolio. The Logistics and Procurement Assistant will carry out the day-to-day Logistics and Procurement tasks of the Addis office and will closely work with the office coordinator.
KEY AREAS OF ACCOUNTABILITY
· Prepares, reviews and compiles bid documents, and assists in setting selection criteria;
· Prepares bid analysis and recommend the best offer as per selection criterion set;
· Prepares bid announcements and follows-up posing of same;
· Prepares contracts and purchase orders;
· Checks quality and availability of requested items and collects proforma accordingly;
· Follows up manufacture of samples and proof-reads, arrange technical inspection and final go-ahead orders;
· Inspects purchased items against specification and/or samples, collect and delivers to store;
· Follows up issuance of GRN, and updates procurement status report;
· Prepares payment requests and follows up collection of cheque;
· Maintains proper filling and documentation of procurement transaction;
· Advises staff members on specifications, prices, availability and other procurement matters;
· Prepares and send VAT exemption requests for purchases made with USAID grants and collects approved applications;
· Summarize and prepares procurement status and purchase value reports;
· Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
· Manage contract and price negotiations with office vendors, service providers and office lease
· Undertake regular market and supplier’s assessments for most common procured items and maintain a database
· Proactively initiate process of developing Framework Agreement for most common goods / services.
· Coordinate purchase order/contract close out procedures when purchase orders/contracts are completed and payment done.
· Line manage Driver and Security Guards
· Representation and liaison where and when needed
· Performs other related duties given by the immediate supervisor
· Assist staff with transportation requests
· Follow up on Fuel consumption
· Place logbook for the vehicle and monitor records for accuracy and completeness.
· To facilitate the installation, programming and maintenance of communications equipment, including telephones and fax.
· Coordinate the quarterly and annual asset and equipment inventory in line with SCI Manual.
· Follow up on vehicles maintenance and safety
· Follow up on annual vehicle inspection
· Prepare payments for purchase of fuel and other payments
· Conducting / Arranging awareness training for the driver
· Follow up insurance coverage of the vehicle
· Perform other related tasks as required.
QUALIFICATIONS AND EXPERIENCE
Essential
Good communication skills
Skills and Abilities:
Accountability:
· Holds self-accountable for making decisions, managing resources efficiently, achieving and role modelling Save the Children values
· Holds the team and partners accountable to deliver on their responsibilities - giving them the freedom to deliver in the best way they see fit, providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
· Put the interest of the organization at the center of all engagements
Ambition:
· Sets ambitious and challenging goals for themselves and their team, takes responsibility for their own personal development and encourages their team to do the same
· widely shares their personal vision for Save the Children, engages and motivates others
· Future orientated, thinks strategically and on a global scale.
Collaboration:
· Builds and maintains effective relationships, with their team, colleagues, Members and external partners and supporters
· values diversity, sees it as a source of competitive strength
· Approachable, good listener, easy to talk to, team player
Creativity:
· Develops and encourages new and innovative solutions
· Willing to take disciplined risks.
Integrity:
· Honest, encourages openness and transparency; demonstrates highest levels of integrity