Procurement Assistant (FO) at CARE Ethiopia Full Time

I. Job Summary

The purpose of the Procurement Assistant position is to provide administrative support to the FO procurement team in preparing and obtaining requests for quotations, documenting supplier selection, maintaining physical and electronic archiving, and preparing and facilitating payments for all goods and services.

II Responsibilities

Responsibility #1:  Payment Request Processing (50%)

• Compile cash forecasts for procurements in the monthly pipeline for cash transfer requests from CARE USA
• Review and compile procurement-related documentation (PRs, RFQs, SBAs, POs, GRNs, Invoices, etc…) for submission to the Finance unit
• Prepare a procurement handover checklist with all procurement documentation for signature by the respective Procurement Officers
• Manage payment of invoices for air ticket purchases closely working with Program Admin Assistants and the BSM department
• Facilitate securing of bids and performance bonds from suppliers before award of contracts
• Copy necessary documentation before forwarding original documents to finance for payment
• Oversee the submission and follow up of payment requests (procurement handover checklist).
• Manage the communication of payment status with suppliers in coordination with the Procurement Officers
• Facilitate refund of contractors’ retentions and performance bonds upon successful delivery on contractual obligations

Job Responsibility #2:  Records Management (15%)

• Keep records of procurement documentation, processes and status (electronic and hard copy)

Job Responsibility #3: Reporting and Documentation (15%)

• Prepare weekly procurement status report and send to all project/program managers and FOs
• File all procurement documents in an orderly manner for control, reference, and audit purposes 

Responsibility #4: Secretarial Duties (15%)

• Receive, review, log and route incoming communication and procurement requests/invoices
• Provide administrative support to the procurement team (printing of letters, photocopying, scanning, communication with internal and external customers, etc…)
• Manage the sequential numbering of offline purchase requests, purchase orders and non – PO payment requests
• Complete supplier set-up form and anti-terrorist check (Bridger Check) for new procurement vendors. Initiate and follow up approval of new supplier setup and updates in People Soft
• Assist with assessment and update of Annual Approved Supplier List

 Responsibility #5: Other (5%)

Perform other duties assigned

IV. Qualification

• 2 years of relevant work experience for diploma holders
• 1 year of relevant work experience for first degree
• Minimum of 6 months Care internship service
• NGO experience is a plus

CARE Ethiopia reserves the right to seek information from job applicants’ current and/or previous employers about incidents of sexual exploitation, sexual abuse and/or sexual harassment the applicant may have been found guilty to have committed or about which an investigation was in the process of being carried out at the time of the termination of the applicant’s employment with that employer.

By submitting the application, the job applicant confirms that s/he has no objection to CARE Ethiopia requesting the information specified above. All offers of employment will be subject to satisfactory references and appropriate screening checks.