Admin and Procurement Officer - Mekelle

ABOUT RESEARCH TRIANGLE INSTITUTE (RTI)

Research Triangle Institute (RTI) has over 30 years of experience assisting governments, communities, and the private sector. As a not-for-profit, an independent research institute based in North Carolina, USA, RTI has roughly 5,000 employees with global experience implementing international development projects. RTI's Sustainable Growth & Resilience (SG&R) technical unit within the International Development Group brings together RTI experts and capabilities across food security, agriculture, energy, environment, water, governance, and economic opportunity. SG&R will leverage RTI's experience designing and delivering multisectoral programming and technical solutions to respond to climate change, build resilience, and promote economic growth around the world.

ABOUT SG&R’s Global Food Security and Agriculture portfolio 

SG&R’s Global Food Security and Agriculture portfolio is working to strengthen agricultural markets, engage youth and women as critical leaders of the on- and off-farm workforce, and tackle the dual burden of malnutrition around the globe. RTI’s work is helping foster stronger food systems, reduce malnutrition in all its forms, build resilience and engage the next generation of food security leaders. RTI is currently partnering on nearly 30 projects in East Africa, including activities focused on private sector-driven agricultural growth in Rwanda and market systems development in Kenya. 

ABOUT FIRST CONSULT 

First Consult is a leading economic development consulting firm implementing projects in Ethiopia. Founded in 2006, First Consult (FC) has grown to design and implement projects across the agriculture, manufacturing, and service sectors. Our multidisciplinary teams combine a capacity to execute with clarity of the local context. As a result, we have delivered at-scale real impact in terms of jobs & wealth creation, business formation & growth, and investment attraction & mobilization.

ABOUT THE PROJECT/PROGRAM 

The purpose of the USAID Feed the Future Ethiopia Transforming Agriculture is to increase access to healthy diets, particularly for women and children, by improving competitiveness, inclusiveness, and resilience of the Ethiopian food and agriculture system.  ETA will also increase incomes gained from agriculture by as much as 40 percent over the next five years. To achieve its goals ETA must collaborate intensively with other USAID-funded projects working in the food and agriculture sector.

POSITION SUMMARY 

The Admin and Procurement Officer, based at the Mekelle regional office, will be responsible for overseeing the procurement of goods and services in support of project objectives, tasks and activities while ensuring completion in a timely manner and within deadlines. The Admin and Procurement Officer will ensure that the project procurement policies, procedures, rules and guidelines are followed in the assigned region. 

DUTIES AND RESPONSIBILITIES 

• Following RTI/USAID procurement policy/procurement manual, prepare bid specifications, request for quotations and the preparation of bidding documents for all goods and services.

• Differentiating the type of procurement whether it is a grant or directly for office use.

• Make sure all purchases made are considered necessary and reasonable, Features and quality of the product/services meet project requirements.

• Responsible for the adequate filing of all necessary documentation to ensure efficiency in vendor payments. 

• Assist logistics required for importing and delivering the goods to their preferred destination and prepare contracts for transport service

• Facilitates the approval, prioritization and sourcing process.

• Liaising with the respective project experts, facilitating technical verification of goods, and preparing goods inspection reports and payment requests to Finance for payment.

• Submit all procured items with appropriate documentation to the project partners and beneficiaries for onward handover to the respective requester/users;

• Establish procurement record checklist, maintain procurement data both in soft and hard copy i.e. (purchase request/need through the delivery stage); Maintain and update procurement records of the program for procurement review and audit purposes;

• Advice requisitioning experts and recipient entities on the full range of procurement issues, providing support and guidance at all stages of the procurement cycle.

• Coordinate all procurement activities, monitor the implementation of the procurement plan and prepare periodic status reports on the project's procurement of goods/services and stakeholders’ procurement;

• Responsible for doing the follow-ups of getting quotations from regional and national vendors. 

• Strategically identify alternative sources to support capacity/risk management, cost reduction, and quality initiatives;

• Strategically identify alternative parts/components to achieve the highest product value;

• Supervise and provide guidance for the procurement team.

• Work with multiple vendors to determine the best deals for the company, and have to evaluate the many pros and cons of each, based on price, quality, speed of delivery and other factors.

• Review invoice payments from vendors and compare them to the terms of the purchase order or contract to ensure vendor invoices are accurate before submitting them for payment. 

• Create and maintain the project inventory list in coordination with project management. 

• Coordinate the development of the local vendor list. 

• Support project budget revisions by providing estimated pricing for goods and services.

• Support the scheduling, and management of conferences, meetings, workshops, trade fairs, training, field trips, visits, and other activities as needed;

• Prepare training facility/venue with the necessary equipment and supplies;

• Manage all office and house leases, renewal negotiations, maintain landlord contracts, construction, build-out, repairs, and maintenance support and information;

• Frequent travel to provinces and districts covered by the project.

• Performs additional duties as assigned by the Operations Manager – Mekelle, Area Program Manager - Mekelle, and Finance and Operation Director. 

REPORTING 

The Admin and Procurement Officer reports directly to the Operations Manager - Mekelle.

REQUIRED SKILLS, QUALIFICATIONS AND EXPERIENCE 

• Bachelor (BA) Degree in procurement, supply chain management or Business Administration/Management, or relevant Social Science from a recognized University/College with more than 5 years of relevant work experience with different donors preferably in USAID-assisted projects. 

• Outstanding and effective oral communication and writing skills in English and Amharic additional local language is a plus. 

• Strong understanding of USAID Procurement procedures, HR functions, best practices and Ethiopian Labor Law.

• Experience with office administration and operations.

• Strong communication and interpersonal skills with a service-oriented attitude.

• Strong administrative and organizational skills.

• Ability to handle complex or confidential matters requiring considerable discretion and judgment.

• Must be detail-oriented and able to work independently.

• Willing to travel to field sites as necessary.

• Good interpersonal skills and a good team player

• Excellent computer skills; Good proficiency in Microsoft Office – significant experience with Word, Excel, PowerPoint, etc.

• This position is open to Ethiopian citizens.

How To Apply

First Consult invites all well-qualified candidates to apply. Competent candidates should submit their one-page cover letter and updated CVs only to: jobs@firstconsultet.com before August 31, 2024. Candidates MUST refer to the position title " Admin and Procurement Officer - Mekelle" in the subject line of their email and applications.