Driver/ Purchaser

Job Purpose

The Driver/ Purchaser has responsibilities for vehicle management, trip planning, and ensure update insurance of vehicles; and implement sourcing procurement to meet WaterAid Ethiopia field operation needs based on plans, procedures, and requests received from field  staff. Responsible for procurement of buying of goods and services in accordance with the procurement policy, RFQs, and other miscellaneous solicitations as directed. Reporting to the Finance and Administration Officer, sh/he will collaborate and coordinate with field project staff to: determine transport requirements; ensure and facilitate the appropriate use, maintenance and repair of all vehicles; create and/or modify various systems to manage the movement of vehicles and personnel; keep documents such as registration, insurance, vehicle logs, daily inspection reports, etc.; reconcile vehicle logs with total consumption reports and ensure that the logs for vehicles are updated on time and filed properly. S/he will submit the monthly reports;  on a monthly basis analyse the KM's driven for project support and provide report to Finance and Administration officer; ensure that data is input in Vehicle Management System regularly and required reports are produced. Act as liaison between WAE local government agencies and personnel necessary to keep WAE’s vehicle fleet legal and roadworthy.

Driving

• Provide driving services to transport both personnel and purchased or donated goods of the project.
• Take care of the vehicle under her/his/ custody.
• Handle the motor vehicle and its accessories with due care.
• Check oil, tires, breaks and other electrical systems before starting vehicle driving.
• Drive vehicles with maximum safety and care and according to traffic regulations.
• Transport goods, equipment, tools and other materials from place to place as required.
• Carry proper driving license at all times; renew it yearly or as required by the law.
• Make routine services such as washing, cleaning and greasing, report any defective parts of malfunctions.
• Keep and submit reports on fuel consumption, mileage, car use etc. using a log book or other formats provided for the purpose.
• Follow-up and report on time on regular repairs and general maintenance of vehicles he/she is assigned.
• Work in all weather conditions (highways and rough roads) without compromising the health and safety policy of WAE.
• Frequently travel for fieldwork as assigned and scheduled with required overnight stay.
• Report accidents promptly.
• Keep all the time the local traffic law and guidelines and WAE Health and Safety and Security policies.
• Support the project staff and work closely with the local government. 

Vehicle Maintenance 

• Ensure vehicles are repaired on time, safe, secure, clean and in good running conditions. 
• In coordination with the Finance and Administration Officer and Administration and Logistics Coordinator carry out annual assessments of vendors in all areas WAE is operating for fuel and car repairs/services. 
• Conduct market surveys (in areas WAE is operating) garages, spare part dealers to ensure that WAE is obtaining the best service and reasonable prices. 
• Support and follow up with garages to ensure that work is being done promptly and as described in the work order and make sure the old spare parts which are replaced are returned. 
• Use vehicle log sheets at all times, properly completed. Closely monitor with the Finance and Administration Officer on the status of the logs. 
• Regularly provide updates on conditions of vehicles to the Finance and Administration officer and Administration and Logistics Coordinator.
• Collect Total fuel receipts and log sheets from the all the offices 
• Maintain and replenish the first aid kit in the vehicle assigned. 
• In coordination with the Finance and Administration officer and Administration and Logistics Coordinator identify a security system for all motorised assets. 
• Maintain vehicles in excellent condition. Deliver in a timely manner vehicle scheduled for regular maintenance to garage facilities, and their rapid return to WAE. 
• Using the vehicle inspection form check the vehicles on a daily basis and every Monday and Friday issue the inspection reports 
• Ensure 1st Aid kits are in all the WAE vehicles 
• Deliver the vehicle in a timely manner for scheduled and regular maintenance to garage facilities. 
• Regularly advise the Finance and Administration Officer and Administration and Logistics Coordinator on the conditions of the vehicles.

Trip Planning and scheduling 

• In coordination with  Administration and Logistics Coordinator and user staff, determine transportation needs for the short- and longer-term. Develop and update transport plans.
• Familiarise staff with the use of vehicle management systems and forms having to do with vehicle use, maintenance and repair (e.g., Work Requests, Total Fuel Cards, Travel Authorisations, Parking Access Log, etc.). 
• Train staff how to use the vehicle log and make sure that the trip leaders understand their roles and responsibilities related to the management of the vehicle log
• Collaborate with all WAE departments to plan travel; schedule drivers and vehicles. Program vehicles logically and rationally, and certify that they are used in a competent and professional manner by all drivers.
• Create and maintain an administrative filing system for each motorised asset. Ensure that documents are correctly filed in the equipment’s file in a timely manner. 
• Ensure that all documents related to the assignment and use of WAE or leased project vehicles are filled out, approved, signed, submitted and filed.
• Communicate the rules and regulations governing vehicle use to drivers and other WAE and partner personnel.
• Work closely with Program and Administration team at all levels provide transport for airport drop offs, picks ups, meetings, etc. and ensure that payments are made on time for the taxi drivers.

Purchase

• Undertake and support on the procurement / purchase that generate benefits and achieve financial savings for WAE; review of requisition forms as assigned, to ensure purchase meet the requirements are in compliance with WAE’s policies and procedures.

• Ensure competitive procurement, Requests for Quotations (RFQ) and ensures user needs are met, WAE obtains the best value and that the procurement processes are fair, open and ethical.

• Prepare sourcing documents; including planning, raising RFQs, issuing Purchase Orders and other tasks; and follow up on approvals.

• Support procurement processes, e.g., solicitation in eSourcing, managing bid submissions, communicating with bidders. 

• Ensure that internal customer and supplier relationships are maintained well for the procurement category to deliver breakthrough performance in cost, turnaround time, service, and quality.

• Develop strong relationships with the field office project team and partners to support them in improving services on their procurement plans together with Finance and  Administration Officer, Administration and Logistics Coordinator and Procurement and Contract Coordinator.

• Process invoices for goods and services delivered, ensuring accuracy and completeness of documentation and timely payment, following up to completion, and informing clients.

• Receive, verify deliveries, and ship them to requestors (Bases or Coordination departments)
  Prepare reports on a monthly and quarterly basis, purchase services.

• Act on feedback on Procurement with budget holders to identify issues and find solutions.

• Maintain pricing of goods and services provide update to budget holder to support budgeting.

• Ensure all procurement documentation achieving is in compliance with policy.

• Ensure Tax Obligation are met under Ethiopia’s tax regulations.

Facilitation and errands 

• Carry out errands assigned from time to time including delivery and collection of documents, and supplies.
• Delivering and /or processing bank documents and transactions.

• Assisting in event organisation and logistics.

Perform any other responsibilities, tasks or activities as reasonably required as the range of duties are not intended to be a complete description of all.

Qualifications, Knowledge, Skills and Experience

• Ordinary (Ethiopia Certificate of Education) level education.

• A valid driving license with classes B and C achieved through a recognised institute.

• At least 10 years working experience.

• Excellent knowledge and skills in car troubleshooting 

• Experience and general knowledge of practices of procurement will be added advantage.

• Must be able to use a computer with the key Microsoft office tools. 

 Key competences and Skills (expertise, behavioural competencies)

• Ability to maintain the highly confidential nature of administrative and procurement work 

• Ability to work independently, and under pressure, strong reasoning, decision-making, and sound judgement.

• Very high level of personal and professional integrity and trustworthiness. Proven character, especially in the stewardship of resources, transparency and accountability. 

• Proven track record to deliver results. Quick and take actions in management of situations, able to adapt and act in fast challenging environment.

• Have a passion for WaterAid mission and a strong desire to impact an up-and-coming non-profit organisation,
• Excellent planning, prioritisation, coordination, collaboration 

• Good interpersonal and communication skills -both oral and written English.

• Have a very high level of personal and professional integrity and trustworthiness,
• Have a strong work ethics and require minimal direction, work well independently as well as part of a team, thrive in a fast-paced and fun environment, Capable of working under pressure in a fast-paced and challenging environment.
• Flexible and adaptable approach to shifting patterns and hours of work, ability to work flexible hours from time to time.

• Self-discipline, reliable and flexibility 

• Good relationship and customer care skills.

• Ability to manage multiple assignments and demanding workload

• Passionate about WaterAid mission and model values/ Appreciation of WaterAid common approaches to work including partnerships, convening, inclusion, systems strengthening, creating behavioural change, and mainstreaming gender and inclusion of youth.