The Operations and Procurement Coordinator is responsible for the Country Office operations and management of all procurement for goods and services required for PATH program operations in Ethiopia. The Operations and Procurement Coordinator will provide procurement and operations support with the overall target to maintain efficiency in program activities and ensuring full compliance with PATH internal policies and procedures. The Operations and Procurement Coordinator will provide guidance, advice, and support to ensure procurement processes are effective, efficient, and ethical and provide the best possible value to PATH. The Operations and Procurement Coordinator will be based in Addis Ababa and will report directly to the Finance and Administration Manager.
Specific responsibilities include:
- Manage outsourced services such as IT, office leases, security leases, office maintenance, fleet, and other relevant agencies in Ethiopia.
- Support on-boarding of new employees on operational functions.
- Work with different projects to identify and deliver PATHs operational indicators and compliance requirements.
- Oversee cost effective acquisition of a wide range of goods and services.
- Develop and maintain a procurement planning and analysis processes for the timely acquisition of goods, coordinate with global procurement as required and provide proactive, rigorous and logical methods to solve procurement related challenges within Country.
- Work collaboratively with all projects as required to identify, plan, and implement operational requirements for PATHs activities, ensuring projects meet budget and timeframe requirements, and the strategic objectives of PATH are supported.
- Lead and ensure compliance with PATH policies, procedures and relevant in country legislation.
- Assist the Country Finance and Administration Manager to respond in a timely manner to procurement requests from project staff.
- Responsible for drafting, coordinating and development of Subcontracts.
- Prepare solicitations and request for proposals/quotations to obtain bids or work directly with local vendors to obtain quotations and initiate procurements.
- Take a leading role in negotiations and preparation of contracts and purchase orders and respond to bid queries to vendors.
- Ensure that procurement activities are carried out in accordance with contractual requirements.
- Coordinate the bid evaluation process and prepare summary reports for review and approval.
- Monitor contracts and purchase orders issued to vendors and follow-up as necessary to ensure compliance with terms and conditions.
- Contribute to the preparation of requests for approvals and/or waivers.
- Maintain the overall integrity of the procurement filing system by ensuring that appropriate documentation is included in each procurement file.
- Assist in developing and maintaining procurement-related documentation electronically and manually.
- Provide procurement status reports as required.
- Maintain the Subcontractors tracker including the maintenance of up-to-date procurement information and follow-on time renewal and end of contracts.
- Assist the Country Finance and Administration Manager to provide training to project staff on procurement policies and procedures.
- Supervise and provide oversight of the procurement and operations staff.
- Perform additional tasks as assigned by Operations Manager in line with Procurement and Office Management.
- Proactively identify issues with day-to-day purchasing processes and resolve and/or communicate the issues to management in a timely manner, as needed.
- Lead the prequalification and suppliers and service providers.
- Oversee the leases for Addis and sub-offices.
- Manage PATH Ethiopias fleet of vehicles including new purchases, maintenance, fuel cards, licenses/permits, insurance/claims, usage, and reporting.
- Maintain procurement records (paper and electronic backup) in accordance with project and PATH policies and procedures.