Procurement Officer

This recruitment is national only and rolling-based.

• About us

Oxfam is a global community that believe poverty isn’t inevitable. It’s an injustice that can be overcome. We are shop volunteers, women’s rights activists, marathon runners, aid workers, coffee farmers, street fundraisers, goat herders, policy experts, campaigners, water engineers and more. And we won’t stop until everyone can live life without poverty for good.

Oxfam GB is a member of the international confederation of 21 organisations working together with partners and local communities in the areas of humanitarian, development and campaigning, in more than 90 countries. 

Our values and commitment to safeguarding

Oxfam is committed to preventing any type of unwanted behaviour at work including sexual harassment, exploitation and abuse, lack of integrity and financial misconduct; and committed to promoting the welfare of children, young people, adults and beneficiaries with whom Oxfam GB engages. Oxfam expects all staff and volunteers to share this commitment through our code of conduct. We place a high priority on ensuring that only those who share and demonstrate our values are recruited to work for us.

The post holder will undertake the appropriate level of training and is responsible for ensuring that they understand and work within the safeguarding policies of the organisation.

All offers of employment will be subject to satisfactory references and appropriate screening checks, which can include criminal records and terrorism finance checks. Oxfam GB also participates in the Inter Agency Misconduct Disclosure Scheme.  In line with this Scheme, we will request information from job applicants’ previous employers about any findings of sexual exploitation, sexual abuse and/or sexual harassment during employment, or incidents under investigation when the applicant left employment. By submitting an application, the job applicant confirms his/her understanding of these recruitment procedures.

We are committed to ensuring diversity and gender equality within our organisation and encourage applicants from diverse backgrounds to apply.

OUR WORK IN ETHIOPIA

Since the early 1970s, we have been working to address the underlying causes of poverty and marginalization by focusing on developing sustainable livelihoods, providing water and sanitation, agriculture, climate research, gender, and humanitarian issues.

Job details

DIVISION: Operation

TEAM: Logistics Team

LOCATION: Gambella, Ethiopia

CONTRACT TYPE: Fixed Term contract 

GRADE: D2 National                                                       

JOB FAMILY: Property and Logistics

SALARY: As per the Oxfam Benefit Package

HOURS: 37.5 hours per week

FLEXIBLE WORKING

We believe flexible working is key to building the Oxfam of the future, so we’re open to talking through the type of flexible arrangements which might work for you. This is a full-time role; however, Oxfam offers various flexible arrangements that candidates can discuss with the Recruiting Manager at the interview stage

TEAM PURPOSE:

The Logistics Team is accountable for ensuring that all operation procedures of Administration and Logistics are adhered to and implemented in a manner that is compliant with Oxfam policies, standards, and procedures.

In particular, the team provides professional, business focused service on logistics, delivering proactive and solutions-based approach for resolving issues. The team will also ensure that the operational business requirements are effectively managed to deliver organizational results and support the achievement of program outcomes. 

JOB PURPOSE:

Procurement Officer is to work as part of the logistics team, leads the procurements in Gambella Operation in the delivery of efficient cost effective and quality procurement services. Support programs in the management of all responsibilities related to procurement, purchasing and custom clearing, notably developing and maintaining relationships with suppliers to achieve best service, ensure Oxfam procurement is ethical, transparent and achieves value for money, and ensure timely processing of orders and payment of suppliers.

Key responsibility

Vendor relationship management

•  Identify opportunities for new and integrated supply agreements. 
•  Participates in the selection of suppliers based on criteria.
•  Conducts a comparative analysis on supplier prices.
•  Carrying out market assessment to identify potential vendors through a supplier mapping exercise which will provide adequate supply chain efficiency to Oxfam offices.
•  Take lead to ensure a wider Framework Agreement (FA) process for all category utilised by Oxfam’s projects and sign a FA and Service Level Agreement (SLA) with identified and successful vendors. 
•   Reviews and evaluates the performance of the suppliers.
•  Establishes and manages vendor database.
•  Ensure that all Oxfam contractual matters including contracts and framework agreements for goods, services, works, and consultancy are up-date, and well maintained.
• Development of Key Performance Indicators (KPI) for new and existing suppliers and monitoring of these 
• Maintain and retain monthly contracts and procurement trackers to identify KPI on output.
• Gain economic savings and increased service levels from suppliers. 
•  Provide excellent customer service and ensuring that a professional manner is always maintained with customers. 

Procurement Management

•  Takes full responsibility and accuracy for the accomplishment of procurement activities. Settlement of supplier payment .as well as availability of mandatory documents.
•  Ensures all programs and operations develop procurement plans.
• Review’s procurement plans and all specifications
•  Ensure creating and maintaining materials lists in the supply plan per project activity.
•  Review the supply plan for relevant project activity(s) and inform the Logistics Coordinator or logistics officer for Supply technical validation. 
•  Prepare requests for Quotation to potential Suppliers and ensure Compliance to Oxfam GB Procurement Procedures
•  Distribute, Collect, and compile requests for quotation, Supplier quotation and purchase order.
• Prepare purchase order for winner bids.
• Prepare Bid Analysis and recommend selection of Supplier.
• Communicate with suppler on clarification needed and document the same.
• Keep close relationship with finance department in the settlement of supplier invoices. 
•  Communicate closely and keeps up-to-date procurement database assistant on the status of procurement activities.
•  Ensure that all mandatory documents are collected from each supplier and submitted to the database assistant in a timely manner. 
•  Ensures all programs and operations develop specifications for requirements.
• Decides, based on Oxfam procurement policy, most appropriate method of acquisition, from formal procurement to shopping.
•  Responsible for assessing market conditions and possibilities available for procurement and deciding which Procurement method is the most appropriate and required for each Procurement Schedule instance.
•  Responsible for creating and sending Invitation to Tender (ITT) documents, also for receiving and review for completeness and eligibility the Tender Bids got from suppliers, completing Bids details of valid tenders, and creating and completing corresponding Comparative Bib Analysis (CBA).
•  Ensures that the Invitation to Tender (ITT) and Request for quotations (RFQ) are performed as per the procedures, timely delivery of supply needs meeting project requirements, and to optimize cost efficiency in the use of resources in the most transparent and accountable way.
•  Manages procurement / tender administration process, including call for proposals, receipt of proposals, evaluation of proposals, award of tender, negotiation of contract, delivery of goods.
• Supervise all procurement filing and document management within the logistics department and ensure it is done in a systematic, coherent, and transparent way so as to meet Oxfam/ donor’s needs, obligations and requirements.
• Keep ITT documents, Bids/tenders and signed CBA supporting audit trail.
•   Perform regular checks on the progress made on all item lines included in Procurement Schedules (PS) Monitor internal procurement systems and processes and ensure that compliance is achieved across the organization. 
•  Ensure that Oxfam procurement procedures are followed and that authorization levels are respected.
• Provide staff with training on Oxfam’s procurement systems and processes to a knowledge level relevant to their position. 
• Prepare and share link for weekly report on the overall procurement activities.

Others as part of the Logistics Unit

•  Assist Senior logistics officer in reviewing and revising /developing procurement and supply policies and procedures.
•  Maintain records of and contacts with suppliers and local repair/maintenance outfits, and conduct regular market surveys, to get the best prices.
• To organize all logistics processes including purchasing, warehousing, communication, and transport.
• Through the Assistant Logistician and respective Team leaders ensure Oxfam GBs stocks and assets and well managed in accordance with OGB regulations
• Plan, implement and monitor effective vehicle management systems in the bases,
•  In liaison with Admin Assistant ensure all aspects of staff/visitors and cargo movement and that admin issues relating to procuring accommodation etc, are effectively handled. 
• Ensure effective warehouse management through maintenance of up-to-date records of all items received and dispatched at the same time ensuring that necessary documentation is in place.

1. Perform such other duties as assigned by the Senior Logistics Officer   

Person specification

Most importantly, every individual at Oxfam GB needs to be able to:

• Live our values of INCLUSION, ACCOUNTABILITY, EMPOWERMENT, SOLIDARITY, COURAGE, AND EQUALITY

Our Values

• Equality: We believe everyone has the right to be treated fairly and to have the same rights and opportunities.
• Empowerment: We acknowledge and seek to expand people’s agency over their lives and the decisions that impact them.
• Solidarity: We join hands, support, and collaborate across boundaries in working towards a just and sustainable world.
• Inclusiveness: We embrace diversity and difference and value the perspectives and contributions of all people and communities in their fight against poverty and injustice.
• Accountability: We take responsibility for our actions and inaction and hold ourselves accountable to the people we work with and for.
• Courage: We speak truth to power and act with conviction on the justice of our causes.

Ensure you commit to our THREE ORGANISATIONAL ATTRIBUTES:

1. Be committed to equal opportunities: demonstrating sensitivity to culture differences and gender equality.
2. Be willing to learn and apply gender mainstreaming, women’s rights, and diversity and inclusion across all aspects of your work..
3. Be committed to undertaking Oxfam’s safeguarding training and adhering to relevant policies, to ensure all people who come into Oxfam are as safe as possible.

• Ensure you actively ADOPT OXFAM’S FEMINIST LEADERSHIP APPROACH and applying the principles and twelve practices in your work. Read more about this here:

For this role, we have selected two of the most relevant feminist Leadership practices for this role (which you can read more about here.

1. Self-Awareness
2. Mutual accountability
3. Strategic Thinking and Judgment

SKILS, Experience, Knowledge & Competencies

Essential

• Bachelor (BA) or Degree in Logistics, Operations or any other areas from a recognized university/collage that can bring an added value to the post. 
• Relevant logistic experience of 3-5 years (including, Logistics and Supplies management) for
• Good knowledge and experience of procurement and purchasing.
•  Able to work with little supervision and use initiative to a good degree.
•  Good interpersonal and team working skills.
•  Experience and training of procurement management
•  Understanding and application of concepts of transparency, ethical procurement, and value for money
• Technical skill of product specification
•  Data management and reporting skills
•  Computer knowledge, MS word and excel.
•  Sympathy with the aims and objectives of Oxfam
•  Commitment to humanitarian principles and action
• Commitment to Oxfam’s equal opportunity and gender policies. Demonstrated experience of integrating gender and diversity issues into logistics programmes

 Personal Characteristics

• Strong sense of personal integrity.
•  Attention to detail.
• Strong supervisory skills.
• Ability to multi-task.
• Team spirit and problem-solving abilities

As part of your online application, please upload your up-to-date CV and Cover Letter explaining your suitability against the essential criteria in the job profile through: www.ethiojobs.net and using Oxfam's internal /External application portal:

https://jobs.oxfam.org.uk/vacancy/21143/description or https://jobs.oxfam.org.uk/internal/vacancy/21143/description on before June 07, 2024.