Job Description

Organization Background

JSI Research & Training Institute, Inc. (JSI) is a global nonprofit organization dedicated to improving the health of individuals and communities throughout the world. Founded in 1978, JSI collaborates with government agencies, the private sector, and local nonprofit and civil society organizations to identify and implement solutions to the most pressing public health and education challenges. Over the last 30 years, JSI has partnered with the government of Ethiopia and the Ministry of Health to improve health systems and primary healthcare (PHC) service delivery, implementing more than 60 projects and working in every region. JSI has historically managed a large portfolio of projects focusing on the quality, and equity in excess of, reproductive, maternal, neonatal, child, and adolescent health and Nutrition (RMNCAH-N) services, primary health care (PHC) including community health program, digital health, health information systems (HIS), supply chain management, public health emergency responses, and social and behavior change.

JSI works at every level of Ethiopia’s health system to support national commitment to health equity. We partner with the Federal Ministry of Health (MOH); donors, including the United States Agency for International Development (USAID), the Bill & Melinda Gates Foundation (BMGF), the Doris Duke Charitable Foundation, Children’s Investment Fund Foundation (CIFF), Gavi, MasterCard; and work across public and private sectors to help strengthen and transform the health system.

Projects Overview

Funded by the Bill & Melinda Gates Foundation (BMGF), JSI is implementing twin projects -improve PHC Service Delivery (IPHCSD) project and the Strengthening Service Delivery (SSD) project in nine regions of Ethiopia.  JSI’s Improve Primary Health Care Service Delivery (IPHCSD) is a five-year project, launched in 2022, and co-implemented with Amref Health Africa, and operationalized with local partners and national organizations. IPHCSD aims to improve the efficacy of, and linkages between, PHC delivery platforms, including health posts, community health actors, health centers, primary hospitals and private facilities for improved reproductive, maternal, newborn, child, adolescent health, and nutrition (RMNCAH-N) outcomes across Ethiopia. SSD, on the other hand is designed to improve the quality of downstream, supply-side integrated RMNCAH-N services at PHC levels, and supply in three high-impact areas- provider competencies, service delivery structures and processes required for high-quality care; and last-mile delivery of the supplies & commodities. JSI’s International, regional and local partners-Amref Health Africa, Engender Health, Think place, in Supply Health, Women and Children First UK (WCF), International Institute for PHC Ethiopia (IPHCE), Ethiopian Midwives Association and local universities and development associations are essential to these efforts.

Currently, with funding from Child Investment Fund Foundation (CIFF), we are also implementing the Electronics Community Health Information System (eCHIS) Scale-up for Health Extension Program Improvement is JSI’s another project. eCHIS is a five-year project that builds on the Government of Ethiopia’s efforts to leverage the power of digital technology to improve the coverage and quality of healthcare in Ethiopia. The eCHIS project digitizes existing community health manuals, tools, and service workflows, along with all reporting forms.

OVERVIEW OF THE POSITION

The Senior Procurement and Logistics Officer will closely collaborate with the Procurement and Logistics officer, Admin Manager, Finance Manager, Finance & Operations Director, Deputy Project Director, Technical leads, and regional teams to develop an integrated strategy for the program's Operations components. Support the Admin Manager for all requests from central and local teams regarding the Operations management of the Ethiopia Strengthening Service Delivery (SSD), IPHCSD & eCHIS projects. She or he will be in charge of managing the day-to-day procurement and logistics components of the program, as well as making sure that all operations systems and internal controls are in place and in compliance with donor rules and regulations, JSI policies and procedures, and the laws of the Government of Ethiopia (GoE). The Senior Procurement and Logistics officer will report to the Administration Manager.

KEY DUTUES AND RESPONSIBILITIES

General responsibilities:

·       Coordinate the projects annual procurement plan and use it for task assignment, sourcing decisions, coordination of bulk purchases, timely budget utilizations.

·       Provide support in the overall management of the processes of Procurement, transport of procured goods, and oversight of asset management and inventory control

·       Provide primary logistics support in organizing training/workshop/ conferences/meetings at national and regional levels.

·       Assist the project team in preparing and completing travel arrangements including travel vouchers, hotel reservations, and in-country transportation.

·       Facilitate staff insurance, pension and stamp duty process have been finalized on timely basis,

·     Coordinate the use of project vehicles and ensure that vehicle logs are properly maintained,  

• Work with the Admin Manager to put in place the project’s support services, including transportation, security, utilities, insurance, telephones and maintenance services, and assist in establishing the IT network.
• Provide assistance to visitors as required, including logistics and other supports required ensure the proper maintenance of the project Addis office as well as expatriate houses.
• Select, negotiate and monitor maintenance contracts on project equipment with vendors.
• Organize and manage repairs of project equipment and vehicles in a timely manner.
• employs the most effective and efficient procurement processes, covering the breadth of the supply chain discipline 
• Perform Market Analyses by collecting, organizing, and analyzing market data and financial reports and monitoring Supply Market to ensuring price quotations and Supplier offers are authentic and reasonable

 Contracting Process

•  Prepare, review, and utilize Procurement contracts, including Purchase Order to ensure favorable Procurement Terms and Conditions
•  Set key performance indicators and service level agreements for contracts
•  Monitor contract implementation to ensure suppliers adherence to contract terms and conditions
•  Prepare and submit timely and accurate procurement report(s) to inform decision-making process.
•  Implement and sustain segregation duties in procurement and other related functions.

 Procurement & Supplier Management:

•  Support all JSI Operations Manual procurement policies and Procedures to ensure compliance to JSI & funder requirements
•  Work with requesters/user teams to develop comprehensive purchase specification
•  Maintain accurate procurement data and records and ensuring on time procurement reporting
•  Review procurement documents before payment
•  Support the bidding process, including Request for quotation process, Request for proposal process, Tender evaluation and facilitating procurement committee functioning minutes
•  Set negotiation objectives conduct negotiations with potential suppliers to ensure value for money
•  Managing supplier relationship, and track quality, price and delivery metrics by cross check to confirm tallying with purchase order.
•  Conduct Supplier performance reviews and feedback process and maintain up to date and accurate supplier performance scorecards.
• Create and maintain the database of vendors, service providers and evaluation status to ensure a pool of reliable goods and service providers.

 Compliance and Legal

•  Conduct procurement due diligence, including supplier site visits, supplier background checks and implement any other fraud prevention methods
•  Conduct self-assessments of conformance to supply chain policies, procedures, controls, and performance
•  Provide complete documents for audit and implement Corrective and/ or preventive action Plans
• Identify, document and timely report any gaps in procurement process deviations following the mechanism in place for appropriate follow up.
•  Develop and support implementation of procurement and logistics improvement plans.
•  Provide constructive support to other functions to ensure effective, compliance to policies & procedures

 Logistics & Store Management:

•  Contribute to the creation and implementation of best practice logistics vision, strategy, policies, processes, and procedures to aid and improve operational performance
•  Monitoring existing procurement & logistic systems and making suggestions for improvements when needed
•  Liaison with customers, suppliers, and employees to ensure inventory is properly documented and ordered, as well as to guarantee delivery schedules are adhered to.
•  Developing procedures and systems for scheduling and tracking procurement and distribution operations.
• Oversee receiving, warehousing, distribution, and maintenance operations
• Setup layout and ensure efficient space utilization
• Initiate, coordinate and enforce optimal operational policies and procedure
• Adhere to all warehousing, handling, and shipping legislation requirements
• Maintain standards of health and safety, hygiene, and security
• Manage Fixed Assets of the projects
• Perform any other duties as required and/or assigned.

Job Requirement

Education, Experience and Skill

·       Bachelor of Arts in Management, Logistics and Procurement.

·       At least six years’ experience in Management, Logistics and Procurement in an NGO setting.

·       Candidates with previous managerial experience will have added value.  

·       Demonstrated experience with Gates Foundation and USAID regulations.

·       Demonstrated good communication skills including written English.

·       Self-starter and proactive in working with all teams (technical, Home Office).

·       Proficient in relevant computer applications

·       Proven ability to work in a challenging and progressive working environment.

·       Ability to work independently and under pressure, as well in a team.

·       Ability to manage multiple priorities, work to deadlines and take initiative.

·       Excellent interpersonal skills and ability to work as a team member.

·       Knowledge of Ethiopia importation process, customs, and procurement procedures will have added value.

·       Willingness and ability to travel out-of-post when required.

JSI is a child-safe organization, and the safety and well-being of children is a priority of our organization. We have robust recruitment procedures to ensure that all staff are suited to work with the children served by our programs.

JSI is an Equal Opportunity, Affirmative Action Employer committed to workplace diversity. We are committed to providing equal employment opportunities for all qualified applicants and employees without regard to age, race, color, national origin, ancestry, creed, religion, gender, disability, marital status, sexual orientation, sexual preference, genetic information, political affiliation, or military status (special disabled veterans or veteran status) in any employment decisions. M/F/V/D.