Procurement & Logistics Coordinator 1

Job Description

Job Description

Job Title: Procurement Assistant [ For construction & Non-Construction procurements]

Job Classification: Procurement & Logistics Coordinator 1

Reports to: Procurement Manager

Job Grade: M/7

Background

Research Triangle Institute (RTI) has over 30 years’ experience assisting governments, communities, and the private sector. As a not-for-profit, independent research institute based in North Carolina, USA, RTI has roughly 6,000 employees with global experience implementing international development projects.

Job Summary:

RTI International is requesting applications for a Logistics Assistant on a USAID-funded water and sanitation project in Ethiopia. The goal of the USAID Climate Resilient (CR) Water and Sanitation (WASH) Activity is to support accelerated access to inclusive and resilient WASH services targeting lowlands areas.

RTI is seeking a Procurement Assistant for the recently awarded USAID CR WASH Activity in Ethiopia. The Procurement Assistant provides support to Procurement Manager in the overall management of the processes of Procurement (Local and International), transport of procured goods, and oversight of asset management and inventory control.

The Procurement Assistant will be based in Addis Ababa, Ethiopia and report to the Procurement Manager.

Your primary responsibilities will include but not be limited to:

• Support all phases of sourcing activity to ensure best value and within required lead times for a variety of requirements in Ethiopia.
• Provide the necessary information during preparation of annual procurement plan & development of Bill of Quantities (BoQs)
• Ensure timely and cost-effective procurement of all Construction and Non-Construction related materials, goods, works, and consultancy services procurements by strictly adhering to the RTI Procurement Guideline & Procedure.
• Prepare RFQ/ RFP of Bidding documents, support in developing of bid evaluation criteria and participate in bid evaluation process for both construction and non-construction procurements.
• Follow up with contractor/Suppliers to receive their proposals or quotations and download and compile bidders’ proposals from online submissions and submit them to the supervisor or assigned Bid Evaluation committee.
• Drafts contract agreements or purchase orders for contractors and suppliers after the bid evaluation process completed and appropriate approvals are secured from the relevant departments and/or line managers as required.
• Support logistical management of the project inventory and commodities required for operations within Ethiopia and the remote locations. Collaborate with home office and local partners on property disposition as needed.
• Follow-up on contract or orders placed with suppliers/contractors and coordinate with country office and field team on its on-time delivery of the goods or completion of the project as required
• Manage and track the procurement goods, services & works for all construction and non construction procurements of the project and grantees in compliance with approved procurement plans to ensure best value and within required lead times for a variety of requirements in Ethiopia.
• Make venue and travel arrangements adhering to RTI protocol and procedures;
• Support scheduling and arrnagment of vehicles, Rental vehicle and Meter taxies for office use.
• Ensure the timely and documented delivery of any goods, services & works of all construction and non construction procurements, as per the procurement schedule.
• Works closely with the Procurement Manager to identify any needs for logistics and procurement assistance;
• Helps to maintain complete documentation of procurement files for audit purposes; Ensure procurement folders in SharePoint are complete, well-structured, and up to date.
• Assists in maintaining procurement files both hard and soft in accordance with applicable policies and procedures to maintain an audit trail throughout the procurement process.
• Develop and Maintain a Procurement Tracker follow-up system showing the statuses to all non-construction and construction requested materials and services
• Delivery of reports summarizing key information in performance of the construction procurement function against work plans.
• Performs other duties assigned by the supervisor.

Qualifications:

• Bachelor’s Degree in Purchasing & Supplies Management or related field. With a Minimum of 2 years of experience in international NGOs.
• Professional training in procurement, supplies, and logistics management is preferred.
• Experience in procurement of construction materials and preparation in construction management, civil engineering or related field isa plus.

Knowledge, Skills and Abilities

• Ability to meet deadlines and work independently and cooperatively with team members.
• Proven ability to work under pressure, and with multiple concurrent demands.
• Excellent communication and interpersonal skills.
• Excellent writing and communication skills in English; proficiency in one or more local languages strongly preferred.
• Experience in the Lowland regions of Ethiopia preferred.
• Work experience in Ethiopia is required.

About the Organization