Procurement and Logistics Admin Assistant

ROLE PURPOSE

The Procurement and Logistics Admin Assistant will provide comprehensive coordination support to the school’s procurement and logistics department and carry out office administrative tasks.

SPECIFIC ROLES & RESPONSIBILITIES

1. Support the overall logistics operation of the school’s supply chain

2. Coordinate logistics operation of major project contracts in collaboration with contractors, consultants, and foreign suppliers. 

3. Collaborate with suppliers, freight forwarders and customs clearing agents for the efficient execution of regular deliveries & foreign Shipment clearances. 

4. Liaise with freight forwarders, carriers, and customs brokers to ensure compliance with applicable laws and regulations related to international shipping and customs clearance

5. Coordinates all outgoing & incoming communication to government ministries, offices, and agencies as it applies to the activities of the procurement, and General Support services operations

6. Develop and maintain relationships with shipping and customs clearance providers, and identify opportunities for cost savings and process improvements

7. Oversee and serve as the main contact point for the school’s online portal applications for government electronic services and single window services, including but not limited to online applications of Ministry of foreign Affairs, Ethiopian Customs Commission, INSA, ECA, EMA and applications to other agencies and authorities. 

8. Collaborate with the Procurement Head at all stages of the procurement process and work cross-functionally with all internal and external teams.

9. Assist in the preparation of the school’s annual procurement plan

10. Coordinate and reports on status of tenders, contracts, subcontracts, supplier events, schedules meetings, takes meeting minutes and manages contract files

11. Handles incoming & outgoing correspondences of the department

12. Keep records of all shipping activities, documenting procedures, guidelines, and changes in procedures for reference purposes

13. Coordinates school’s asset disposal processes such as donations and scrap sale bids by advertising bids on newspapers, communicating with bidders, leading bid opening meetings and preparing bid minutes, following up on payments and closure procedures.

14. Oversees the operation of the school’s student store by monitoring weekly and monthly transaction reports and coordinating, periodic inventory counts and reconciliations with finance 

15. Oversees vendor payment requests, coordinates and liaisons with Finance for timely settlement of vendor invoices. 

16. Assists the procurement head in the preparation & placement of annual consolidated school wide purchase orders, both foreign and local.

17. Coordinates the tracking and follow up of departmental budget utilization and issues periodic reports

18. Coordinates with property management section on the timely issuance of materials receiving & issuance reports 

19. Provides information to customers (within and outside of the school) by answering questions & requests

20. Maintains office supply inventory needed for the Procurement & Logistics management departments, checks inventory & replenishes as needed. 

21. Consolidates individual work performance reports and develops a department-wide report 

22. Coordinate with other departments and staff to ensure that procurement & logistics coordination activities support the school's overall goals and objectives

23. Closely assists the Procurement & Logistics Director and performs any assigned task.

MINIMUM EDUCATIONAL QUALIFICATIONS AND PROFESSIONAL EXPERIENCE REQUIRED

• Degree in Purchasing and Supplies Management/Business Management/ Accounting or related fields with minimum of 4 years of relevant experience in procurement, logistics, or related domains.

KNOWLEDGE, ABILITIES AND SKILLS

• Proven language proficiency in written and spoken English
• Ability to work in spreadsheet and word processing software such as MS Excel and MS Word, internet browsing and usage of email.
• Training on supply chain, procurement, project management is preferred
• Familiarity with procurement software and processes is preferred.
• Strong analytical abilities and problem-solving skills.
• Knowledge of international & local trade regulations and customs procedures.
• Project management skills with a focus on meeting deadlines and objectives

How To Apply

Interested candidates fulfilling the minimum requirements are invited to send their applications to hr@icsaddis.org until 28 August 2024. 

Note: copies of transcripts, academic degrees or recommendation letters should not be included with your application. You will provide the documents upon request. 

Child Protection – Safe Recruitment Practices

As part of our recruitment practices at our school, employees are required to possess and validate appropriate qualifications for all positions.  For all potential hires, we communicate directly with previous references to ensure due diligence within the recruitment process. Once at school, ICS has a professional code of conduct, including Child Protection training reviewed with employees and signed annually.