Emergency Procurement Assistant

Duties and Responsibilities

• Receive and approve Purchase request, prepare requests for quotations to potential suppliers for local and simple purchase according to Annual Procurement Plan and Ensures that PIN procurement procedures are complied with for each procurement activity.
• Distribute, collect and compile requests for quotations, supplier quotations, purchase orders and contracts.
• Assess procurement requirements, check specifications quality and initiate procurement process and Handles PR tracking for all PRs that are sent to official process.
• Prepare evaluation and recommend the selection of supplier(s) and Ensure that all mandatory documents are collected from each supplier in a timely manner.
• Prepare contract and purchase order for winning supplier and Communicate with suppliers on clarifications needed and Organize supplier Legal licenses and related documents as database.
• Keep a close relationship with the finance department in the settlement of supplier’s invoices.
• Takes full responsibility and accuracy for the accomplishment of procurement activities, settlement of supplier payments, as well as the availability of mandatory documents.
• Provides feedback to emergency procurement officer on the performance of suppliers for each transaction handled and conduct local market survey based on project need.
• Provide all procurement support to field offices and Closely works with Logistics department on the arrival of goods and Check quality of deliverables and ensure that procured items are delivered properly as per specification as well as contract agreement.
• Assist to ensure timely procurement of goods, work and services through monitoring the procurement progress and follow up with vendors.
• Handle the switch from paper to electronic record-keeping i.e. binding the physical documents, optimizing space and gradually moving to digital storage by scanning all the documents.
• Ensuring that records are easily accessible when needed for both internal and external Audits, including procurement documents, like tender, quotation, market assessment, Contracts and derogations and Project related documents.
• Assesses price and availability of materials in the surrounding towns to enable local purchases.
• Provides local materials and services price information to emergency program.
• Perform other duties as required by organization

Job Requirements

• Bachelor Degree in Procurement& Contract Management, Supply Chain Management or other   related social fields of studies.
• Minimum of 2 years for BA degree and 4 years for Diploma holders.
• Good communication, time management, work under stress and deadlines.
• Accountability and Creative Problem Solving
• Ability to work well under pressure and meet deadlines;
• Experience of strong coordination skills
• Ability to perform work of confidential nature and handle a large volume of work;
• Good command of MS Package (Word, Excel, Power Point and Outlook)
• Knowledge of spoken & written Amharic and English
• 3 strong references (will be crosschecked)

Length of Contract: Definite

Work Location: Based in Negell Borena and Konso Zone Karat with frequent travel to the project sites, Oromia and, SNNPR

How to Apply

Interested applicants for the position should fill the application form and send their CV and Cover letter as soon as possible via following the link:  APPLY - Emergency Procurement Assistant until December 26,2021.

Should any information needed please contact using: [email protected] 

Please note: PIN does not charge a fee at any stage of the recruitment process (application, interview meeting, processing, training or any other fees).

People in Need staff are expected to perform job duties and responsibilities in accordance with People in Need Code of conduct and key policies (available at: www.peopleinneed.cz/policies)

Women are strongly encouraged to apply.