Procurement Division Manager

Internal / External Vacancy Announcement

The Ethiopian Red Cross Society (ERCS) wants to hire employees in the following vacant positions the details of which are mentioned bellow.

About the Ethiopian Red Cross Society

The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of 12 Regional Offices, 34 Zonal Branches and 131 District/Woreda Branches, 599 Woreda Red Cross Committee and 5871 Kebele Red Cross committees.

ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.

Job Summary

Under the general direction and guidance of the Director of the Humanitarian Supply Chain, the Manager of the Procurement Division plans, coordinates, directs and supervises the procurement activities of the Society; ensures that purchasing of goods and services and distributions are executed in accordance with pertinent policies and procedures of the Society; collects purchase requests from requisitioning work units of the Society, and sorts for further action; identifies the mode of purchases (direct purchase, tender purchase, contract purchase and proforma based purchase) of purchase requisitions as per established policies and procedures; procures goods and services for all ERCS programs and projects in a cost-effective and efficient manner; handles bidding matters of the Societys local and foreign procurements; follows up and expedites local and foreign procurement processes of the Society; ascertains that goods are delivered in good condition, right quantity and quality in accordance with the standard specification and supporting documents.

Key Performance Areas

• Plans, coordinates, directs and supervises the procurement Division activities of the Society;
• Procures goods and services for all ERCS programs and projects in a cost effective and efficient manner; Evaluates the effectiveness of the procurement systems used in the Society in a way that ensures efficient and effective procurement service;
• Collects purchase requests from requisitioning work units of the Society, and sorts for further action and handles subsequent procurement activities accordingly;
• Studies effective purchasing techniques and proposes reform measures on existing local purchase procedures as deemed necessary by providing empirical evidences in corroboration of such initiates and proposal;
• Identifies the mode of purchases (direct purchase, tender purchase, contract purchase and pro-forma based purchase) of purchase requisitions as per established policies and procedures; Handles bidding matters of the Societys local and foreign procurements;
• Ensures that purchasing of goods and services and distributions are executed in accordance with pertinent policies and procedures of the Society;
• Follows up and expedites local and foreign procurement processes of the Society; Explores different supplier options of the Societys procurement needs in local and international markets as appropriate and undertakes proper evaluations that best benefit the Society;
• Ensures the right quality and quantity of low-value and frequent procurement needs such as spare parts, office supplies, and other consumables at the right price and time from the right supplier;
• Manages and carries out correspondence matters of the Society with suppliers; Builds up and maintains mutually benefiting and ethically sound business partnerships with suppliers;
• Keeps and upgrades a database of the Societys existing and potential suppliers; Ensures settlement of procurement related payments in due course;
• Exercises adequate control over the timely collection of purchased goods; Follows up the movement of procured items from departure to destination; Prepares and/or obtains prepared specification of goods or services to be purchased;
• Carries out offer analysis on the basis of collected pro-forma invoices and in light of standard specifications;
• Ensures clearance formalities of acquired relief items, foreign purchases and expedites the transit of incoming acquired and procured items to destinations arranged by the National Society;
• Follows up the transit process of acquired and procured items through appropriate means of communication and correspondences with authorities and agencies and reports to superior in cases of difficult ties;
• Handles the purchase of capital and consumable goods on the basis of specifications prescribed by requesting work units and purchase committee; Follows up the maintenance of suppliers list for both foreign & local procurement needs;
• Ascertains that goods are delivered in good condition, right quantity, and quality in accordance with the standard specification and supporting documents;
• Reports shortage/overage and any variance for replacement or compensation and any other appropriate action; Assists in budget preparation, budget monitoring and long-range planning and goal setting for the Societys Procurement activities
• Prepares discrepancy reports on commodities supplied and lodges appropriate claims with the manufacturers/suppliers and coordinates insurance claims related to loss, shortage, damage and theft of items in transit;
• Ensures that Goods Receiving Note and/or any other means of controlling are exercised whereby to attest that goods/items are received properly;
• Maintains documents safely and carefully for payment, settlement and reference thereof; ensures that necessary procurement documentation activities are timely and duly performed;
• Conducts performance appraisal of subordinates, recommends appropriate training and coaches them to fill the gap; Periodically reports on the performance of the Division as per established reporting framework;
• Develop and implement improvements to existing operational procedures in order to maximize efficiency and cut operations costs; Respond to purchase inquiries and purchase orders; collect and analyze data to determine appropriate order quantities; process orders for shipment

Work Unit : Procurement Division

Reports to: Humanitarian Supply Chain Director

Terms of employment: Permanent after probation period

Place of Work: Addis Ababa ,Head office

Salary: birr 41,705.00

Qualification Requirements:

• Second/ First Degree in Supply (Chain) Management, Management, Procurement Management, Materials Management, Marketing Management, Business Administration
• 8/10 years relevant experience and out of this 4/6 years in a managerial position.

Key competencies

• Computer skill
• Procurement SAP software any other software skill
• Customs clearing competency
• Supply management competence
• Bid/tender process competence
• Supply/tender management competency
• Managerial skill
• Negotiation skill
• Good communication skill
• Coordination and follow-up competency
• Analytical skill