Millennium DPI Feteh Activity Procurement Assistant Jobs in Ethiopia
Millennium DPI Feteh Activity Procurement Assistant Jobs in Ethiopia
Project BackgroundLaunched in February 2019, the USAID funded Feteh (Justice) Activity in Ethiopia provides flexible, rapid technical assistance response to its Ethiopian partners in the process of legal and judicial reform.
Feteh’s partners include the Federal and Regional Attorney General’s Offices; the Federal and Regional Supreme Courts; the House of Peoples’ Representatives; constitutionally mandated democratic and human rights institutions such as the Ethiopian Human Rights Commission, the Ethiopian Institution of the Ombudsman and the Public Defender’s Office; civil society organizations, legal and academic institutions, and the media.
Specific Tasks and Responsibilities
The Procurement Assistant (thereafter the “Employee”) will undertake work in Addis Ababa, Ethiopia for Millennium DPI in support of the Feteh Activity pursuant to Millennium DPI’s contract with the United States Agency for International Development (USAID).
Under the direct supervision of the Procurement and Grant Manager and reporting jointly to the Procurement and Grant Manager and the Finance and Administration Manager (FAD), the Employee shall assume the following specific responsibilities for the length of his/her employment with Millennium DPI:
Assist with the preparation of Requests for Quotations, Initiations to Bid, Requests for Proposals and the coordination of their timely dispatch by fax and messenger;
Assist the Procurement and Grants Manager in maintaining current/up-to-date procurement documents and manuals;
Monitor stock levels and identify purchasing needs;
Update internal databases with order details (dates, vendors, quantities, discounts);
Conduct market research to identify potential vendors and pricing trends;
Maintain updated records of invoices and contracts;
Follow up with suppliers, as needed, to confirm or change orders;
Support Operations team in receiving and inspection and distribution of procured items;
file damage claims with freight companies or vendors;
Prepare periodic reports related to purchasing, inventory control, and shipping and receiving within the local operation;
Evaluate the quality and appropriateness of supplies and
equipment;
Route copying and circulation of quotes, bids, and proposals for evaluation;
Assist with the coordination with the selected bidder to ensure completion of administrative processes including bid bond guarantee, contract award notice, and that contract documents are distributed accordingly;
Receive the approved requisitions by the respective team and assist the Procurement Manager in the process of implementing the appropriate documents procedures for local or overseas purchases/Services/Contracts;
Check and classify the precedence of the requisition and process per the given priority of the material needed;
Coordinate with requestors and make sure the proposed materials match the materials requested; obtain sample of material to be purchased, if necessary;
Provide purchased materials to the responsible receiving office and conduct all steps to complete the procurement process;
Maintain appropriated records to ensure that procurement process, decision, and contractual agreement are accurately documented for accountability and audit purposes;
Identify potential vendors and obtain quotes;
Contact vendors to confirm purchase order details;
Record all order receipts and confirmations;
Cross-reference product deliveries with purchase orders;
Collect and fulfill requests for office supplies;
Track and monitor purchases, from initial order to delivery;
Prepare monthly reports listing all purchases, returns, and related costs;
Perform other tasks as instructed by the Procurement and Grants Manager and/or FAD.
Job Requirements
BA degree in procurement, business, finance, or related field.
Minimum two (2) years of previous experience in procurement management.
Excellent negotiation and problem-solving skills.
Strong analytical, interpersonal, and communication skills.
Flexible to travel to meet vendors and suppliers as necessary.
High degree of organization, professionalism, integrity, trustworthiness and flexibility.
Ability to use discretion when working with confidential documents and information.
Fluency in both written and spoken Amharic and English.
Technology-literate – PC skills, MS Word, Excel, PowerPoint, Internet.
How to Apply
For more information and job application details, see; Millennium DPI Feteh Activity Procurement Assistant Jobs in Ethiopia
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