Senior Procurement & Logistic Officer

Job Description

                                                 Internal/External Vacancy Announcement

Organizational Overview                                                                 Posted Date: November 20, 2023

Driven by the vision that everyone needs a decent place to live, Habitat for Humanity began in 1976 as a grassroots effort on a community farm in southern Georgia. The organization has since grown to become a leading global nonprofit working in nearly 1,400 communities throughout the U.S. and in nearly 70 countries. Families and individuals in need of a hand up partner with Habitat for Humanity to build or improve a place they can call home. Through financial support, volunteering or adding a voice to support affordable housing, everyone can help families achieve the strength, stability and self-reliance they need to build better lives for themselves.

Habitat for Humanity Ethiopia (HFHE) started operation in 1993 as a branch of Habitat for Humanity International (HFHI). HFHE has provided simple, affordable shelter for families in Ethiopia while also working to improve Water, Sanitation and Hygiene and empower Vulnerable Groups in the country.

JOB SUMMARY

Under direct supervision of the Finance and Ops Manager, the Senior Procurement and Logistic Officer will be responsible and accountable for the delivery of all procurement and logistics related activities in accordance with the organization’s procurement and logistics policies and procedures. He/she leads operational country-assessments, including purchasing, facilities, and fleet management. He/she serves as the procurement officer and will be responsible for developing and standardizing operations processes and systems in accordance with country office guidance and directives. He/she collaborates with colleagues across departments to identify procurement system needs, process bottlenecks, and to develop unique solutions to enable more timely, efficient, and accountable operations. He/she coordinates service contract, leases, and rental agreements; and supports logistics regarding logistical needs of training, workshops, and meetings. The Senior Procurement and Logistic Officer is responsible for making sure that all procurement and logistics requests of various departments of HFHE is served in quality and timely manner.

Essential Duties and Responsibilities:

• Supervise and conduct overall logistical and procurement actions within the HFHE, including Procurement, Property and Assets Control, Supply and warehousing, Service/Maintenance, Transport and vehicle and contractual agreements.
• Facilitate the overall design and management of HFHE’s annual procurement plan and ensure that the plan is submitted on timely bases.
• Organize and conduct market assessment for registration and set up of vendor list, develop vendor database and generate monthly and bi-yearly procurement progress report.
• Coordinate transportation of construction materials, supplies, equipment etc. using either HFHE or rented vehicles for the purpose of picking up and delivering items to designated sites.
• Review the Cost vs Budget Analysis (CBA) report and sign on minutes of Procurement Committee for approval by respective managers based on their respective delegation of authority.
• Design an appropriate supply structure and plan, in line with HFHE standards and procedures and ensure its effective and efficient use for the procurement related projects.
• Prepares contract agreement based on Competitive Bidding Analysis (CBA) done by the Procurement Committee,
• Reviews Purchase Order (PO) in the name of selected supplier using accounting software and signs on the order for accuracy and completeness of the PO.
• Prepare and maintain purchase records, vendor lists and agreements, reports, and updated price lists for various purchasing needs of the organization.
•  Ensure update, completeness and accuracy of logbooks, spare parts, and records of each HFHE vehicle, and file them periodically in their permanent records. 
• Prepare RFQs, bid documents ensuring they are adequately supported by the required specifications and TORs for procurement of goods, services, and professional consultancy service in accordance with Habitat’s Procurement policy.
• Prepare Invitation for Bids and arrange for the publication with the newspapers in accordance with tendering procedures.
• Draft and review completeness of bid proposals before there are posted; solicit and negotiate competitive pricing from vendors including technical and financial document.
• Regularly generate and update procurement status reports, keep track of procurement activities,
• Compile procurement documents for proper payment request and subsequent audit trials.
• Oversee repairs and maintenance of properties owned or leased by Habitat for Humanity Ethiopia.
• Maintains database of preferred or pre-qualified vendors/suppliers for procurement of goods and services fixed for such type of procurement method, and update suppliers’ contract performances.
• Ensure transport needs are met on time and efficiently managed with sound transport need scheduling so that operational and programmatic activities run smoothly.
• Supervise asset management, insurance for vehicles, personnel, and property, fleet management, and supplier reviews and quality control.
•  Supervises, assigns, reviews, and participates in the work of staff responsible for purchasing and logistics services.
• Exercises considerable independent judgment in making purchasing and logistical decisions in accordance with Habitat Policies and procedures.
• Keep records of purchase order, vendor or supplier agreement and financial documents and submit for payment process Ensures all suppliers are terrorism vetted (Bridger Insight).

Duration of the contract:  2 years with the possibility of an extension.

Duty Station:       Addis Ababa                 

Salary:     Grade 7                           

Required number: - 1         

Vacancy Closing date: -   Nov 29, 2023  

Job Requirement

Minimum Required:

• Bachelor of Arts in Logistics and Supply Chain Management with a minimum of 7 years’ experience in a similar job.
• Must have knowledge of supply management, customer service, applicable regulations and standards, administration, and management of commodities.
• Knowledge of regulations and requirements of International nongovernmental organization is advantageous.
• Commitment to the mission, vision, and values of Habitat for Humanity International.
• Very good written and oral communication aptitude both in Amharic and English and strong interpersonal skills.
• Strong and acceptable work attitude
• Ability to work independently with minimum supervision.
• Strong problem-solving, analytical, trouble-shooting skills
• Excellent computer skills. Proficiency with Microsoft Office products (Excel & Word required);
• Ability and willingness to travel to project sites.

Years of Related Experience:

• Minimum of 7 years’ experience in a similar job.