Procurement Officer

About us

Established in 2021, FSD Ethiopia (FSDE) is an agency dedicated to fostering the development of accessible, inclusive, and sustainable financial markets for economic growth and human development.

As a market facilitator, FSD Ethiopia supports market actors in addressing the root causes of financial system failures. Our primary focus is on achieving accessible, inclusive, and sustainable, thereby supporting Ethiopia’s long-term development objectives.

Our key responsibilities include identifying the underlying causes of financial system failures, facilitating collaboration among market actors to overcome these challenges, and actively contribute to the establishment of a functional and efficient financial sector that benefits a broad range of individuals and businesses in Ethiopia.

Our overarching vision is to contribute to the establishment of a thriving financial system that brings tangible value to the broader economy and the people of Ethiopia. We are committed to reducing poverty by strengthening Ethiopia’s financial markets and addressing the most persistent challenges they face – such as the lack of long- term finance, particularly in local currency, and inadequate risk management capacity.

FSD Ethiopia collaborates with various stakeholders in the financial sector – including the government, private sector, civil society organizations, and other development partners in the areas of financial inclusion, access to capital, and climate finance. FSD Ethiopia’s interventions are closely aligned with national and regional policies as well as priorities for financial sector reform.

Aligning with the national economic reform agenda, FSD Ethiopia’s work centered around three thematic areas across the financial sector landscape.

• Financial inclusion: Driving increased access, usage, and quality of financial services for individuals, households, and MSMEs - including savings, payments, credit, insurance, and investment.
• Access to capital: Expanding access to and breadth of efficient long/short-term financing options for private businesses of all scales, and the public sector, including equity, bonds, working capital, etc.
• Climate finance: Mobilizing domestic and international capital to fund climate adaptation and mitigation projects and needs of government, businesses, and households, such as green bonds, carbon credits, and insurance.

Job Purpose

The Procurement Officer will be responsible for the procurement of goods and service that will be purchased either for FSD Ethiopia use or partners as an in-kind grant. He also makes sure that all goods and services are purchased of the right quality, from the right supplier in the right quantity at the right time and at the right price.

SPECIFIC FUNCTIONS AND RESPONSIBILITIES:

Responsibility #1 Procurement

• Facilitate the preparation of procurement plan.
• Maintain market information (price of items) at least every six month.
• Receives approved Procurement Authorization Form (PAF) for procurement of goods and services and make sure that all payment is made accordingly.
• Inquires immediately for more specifications from requesting units if the purchase request is not clearly specified and completed.
• Tracks all PAR’s, for both local purchases and those requested through home office.
• Coordinates the issuing of request for quotes, responsible to collect bid from reliable and genuine supplier as per the threshold set by FSDE.
• Responsible for collection and analysis of proforma invoices and presents to the supervisor and committee member for further processing or approval.
• Determines price reasonableness based on facts and market research.
• Participate in evaluation, negotiation and selection of providers for goods and services according to SoPs
• Ensures that purchases are made in the best interests of FSDE and the donor.
• Get one quote from one reliable supplier if the amount of purchase below the threshold limit set for direct purchaser.
• Responsible for receiving the right item with the right quaintly from the right supplier against the Orders alongside technical representatives.
• Responsible for timely deliver materials from the supplier to the office respective property management, and ensure that all Items delivered to the store man are registered in GRN.
• Handle procurement of Goods and Services locally.
• Responsible for follow up for the procurement documents that are in transit from Admin to finance until it gets final settlement.
• Make sure that any procurement should ensure BEST VALUE FOR MONEY and economic utilization of financial resource.
• Make sure the materials and services purchased meet the required standard and as per the specification indicated by user.
• Receives invoices, review for accuracy and satisfactory delivery approvals. Verify tax certificates from vendors before payment is made, and responsible for payment to the suppliers for the purchase of items.
• Prepares weekly procurement status report and submits to the supervisor.
• Regularly updates the supervisor of all partial collection of the procured goods
• Informs the supervisor about prices and quality of goods if purchases are not of routine nature.      
• Does quarterly or 6 month reviews of pre-approved vendors for routine items such as office supplies, cleaning products, etc.
• Responsible for filing/maintenance of complete procurement files (on the FSDE share point ) per checklists for all approved Pos.
• Also performs other duties as requested by the immediate supervisor.
• Responsible to undertake the procurement activities with professional and ethical standards.

Job Responsibility # 2 Logistics  

• Deliver materials to the store man as per the specification.
• Assist the store man at the time of dispatching to the respective location or organization.
• Assist the store man at the time of inspection before the materials are recorded on the GRV.
• Performs clearing & liaison activities as required.

Job Responsibility # 3 Documentation and Reporting

• Maintain Purchase tracking sheet and make a report to HR and Admin Manager every week and end of the month.
• Maintain copy of all document especially purchased under competition (purchased with Performa). 
• Maintain a data base that shows price of materials purchased, list of unreliable suppliers and address of genuine and dependable suppliers.
• Verify and ensure that all the supplier has the renewed license.
• Make sure that the appropriate invoices are used by the supplier in order to facilitate the VAT reimbursement process at the end as required.
• Plan the systematic quotation collection and filling of documents.
• Undertake bid analysis and summarize the report for purchase committee for decision making.

Job Responsibility # 4: Perform other duties as assigned.

• Performs any other related duties that may be assigned by the HR and Administration Manager.

Job Responsibility # 5: Communication and Networking

• Make regular communication and collaboration with the store personnel, HR and Admin and Finance Unit.

Grade: 3

Department: Operation and Finance

Direct reports to: HR and Admin Manager

Qualification

Education

• BA/MA or MSC in Supplies Management, Business Administration, and other related fields.

Experience

• At least 6/4 years of relevant experience.

Skills I Competencies:

• Demonstrate high levels of integrity and ethics
• Produce high-quality work that contributes to team success through proactive 
  efforts, on-the-job learning, and skills application
• Effectively communicate both internally and externally
• Strong project management skills
• Ability to give formal presentations
• Proficiency in writing complex reports
• strong analytical abilities

Contacts/Key Relationships:

• The candidate is expected to establish and maintain good relationship with staffs members and partners and suppliers.

Working Conditions And Level Of Travel Required.

• The position is based in the Addis Ababa and may be requested to travel when required.

Compliance to FSDE policies: -

• FSD has a Staff Code of Conduct, Safeguarding and other Policies, which have been developed to ensure the maximum protection of program participants. Any candidate offered a job with FSD will be expected to adhere to these policies and other FSD and Donor policies.
• FSD is an equal opportunity y employer, and all staff will receive fair treatment without regard to age, race, color, national origin, disability status, gender, religion, marital status, condition of pregnancy, genetic information, or any other legally protected characteristics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

How To Apply

Interested candidates should submit a resume and cover letter detailing their interest and qualifications for the position to jobs@fsdethiopia.org by or before close of business June 17,2024.

Only shortlisted candidates will be contacted.