Senior Procurement and Transit Expert

Under the supervision of the Manager of the Procurement, the  Procurement & Transit Expert  carries out survey studies in the supply market; undertakes the compilation of complete and accurate data on commodities to be procured, the compilation and preparation of bid documents, the advertisement, soliciting of quotations from prospective suppliers; conducts offer analysis upon collection of Pro-forma invoices; maintains up-to-date and systematic records pertaining to prices, suppliers, procurement schedule, etc; prepares and presents complete, accurate and appropriate procurement and payment documents for approval and processing; facilitates the procurement process of foreign and local purchase activities by fulfilling the required formalities including obtaining foreign exchange permits, customs clearance, etc.; follows up the transit process of acquired and procured items through appropriate means of  communication and correspondences with authorities and agencies and reports to superior in cases of difficulties; reviews and prepares annual budgetary requirements for consideration by superior; reviews samples and documents submitted by the suppliers to ensure compliance with procurement requirements, policies and procedures.

Key performance Areas  

Specific Duties and Responsibilities 

• Assist in planning, implementing, coordinating, and controlling the procurement and transit activities of the division.
• Assists in the formulation and implementation of policies and procedures designed to ensure overall economic purchasing or procurement;
• Carries out survey studies in the supply market; undertakes the compilation of complete and accurate data on commodities to be procured, the compilation and preparation of bid documents, the advertisement, soliciting of quotations from prospective suppliers, and offer analysis;
• Undertake various tasks related to the bidding process such as facilitating the bid opening, conducting preliminary and comparative bid analysis, recording minutes of the bid process, issuing purchase orders to the winning bidder, and closely follow-up the supplier is delivered timely in good quality, facilitate the payment and close the case.
• Procures the right quality and quantity of low-value and frequent procurement needs such as spare parts, office supplies, and other consumables at the right price and time from the right supplier
• Conducts offer analysis upon collection of pro-forma invoices;
• Prepares tender documents and offer analysis in cases of open tender purchases; maintains up-to-date and systematic records about prices, suppliers, procurement schedule, etc;
• Prepares and presents complete, accurate, and appropriate procurement and payment documents for approval and processing;
• Facilitates the procurement process of foreign and local purchase activities by fulfilling the required formalities, including obtaining foreign exchange permits, customs clearance, etc;
• Carries out clearance formalities of acquired relief items, and foreign purchases  and expedites the transit of incoming acquired and procured items to destinations arranged by the National Secretariat;
• Follows up the transit process of acquired and procured items through appropriate means of  communication and correspondences with authorities and agencies and reports to superior in cases of complex ties;
• Handles the purchase of capital and consumable goods based on specifications prescribed by requesting work units and purchase committee;
• Reviews and prepares annual budgetary requirements for consideration by superior;
• Maintains suppliers’ list for both foreign & local procurement needs;
• Studies and recommends improvements in purchasing procedures, forms, and processes;
• Initiates and recommends change for continuous improvements of purchasing      activities through studies of purchasing policies and procedures;
• Ensures that proper and adequate insurance coverage is secured for the movement of goods inland transit;
• Maintain positive supplier relations, evaluating supply options, follow up purchases, and maintaining accurate records
• Gather  procurement needs from different work units and prepare the procurement plan for the purchase of goods, services, and work
• Establish/maintain/manage relationships with suppliers, including soliciting and negotiating quotes; maintain continuous communication with suppliers, including order confirmation, following up on deliveries, and payments to the suppliers;
• Prepares discrepancy reports on commodities supplied and lodges appropriate claims with the manufacturers/suppliers and coordinates insurance claims related to loss, shortage, damage, and theft of items in transit;
• Ensures the proper maintenance of requisitions, purchase orders, invoices, receiving reports, shipping, and other documents;
• Responsible for organizing the supplier list, registering the qualified and eligible suppliers/ consultants/contractors in the database, identifying new potential suppliers/consultant/contractors and registering them in the database after approval,  searching new markets and new opportunities, and reviewing the status and performance of suppliers,
• Prepares, reviews, and updates the national society standard specification of goods, services, and works. The specification should be sufficiently detailed and comprehensive to provide a complete and exact description to meet the quality and standard of the national society.
• Reviews samples and documents submitted by the suppliers to ensure compliance with procurement requirements, policies, and procedures;
• Assists in budget preparation, budget monitoring, and long-range planning and goal setting for the Society’s Procurement activities;

Work Unit :-  Procurement Division

Reports to:-  Procurement Division Manager

Job Requirements

Qualification Requirements:

• Second/First Degree in Supply (Chain) Management, Management, Procurement Management, Materials Management, Marketing Management, Business Administration and
• 6/8 years relevant work experience

How to Apply

We invite candidates meeting the required qualifications to fill out the employment application form with the indicated link https://ee.humanitarianresponse.info/x/IyUTlyf1 before the closing date of this announcement on August 3, 2023.