Supply Chain Officer

Job Summary:

The Supply Chain Officer is responsible for supporting procurement and supply chain operations by collecting proforma invoices, preparing bid analyses and purchase orders, ensuring quality checks of purchased items, and coordinating timely delivery of goods and services. The role ensures that all procurement activities are conducted efficiently, cost-effectively, and in compliance with FH Ethiopia policies, donor regulations, and applicable procurement procedures.

Key Responsibilities:

Procurement Management:

• Guide user departments on proper purchase request specifications.
• Collect proforma invoices and present them for approval by the purchase committee.
• Prepare detailed bid analysis based on proforma invoices.
• Prepare purchase orders in the name of selected suppliers.
• Ensure purchases are made in the best interest of FH Ethiopia.
• Ensure purchase orders meet user requirements and specifications.
• Collect purchased items from vendors and submit to the storekeeper with official GRN.
• Liaise with finance and approvers for timely processing of payments and procurement activities.
• Conduct market price assessments and support budgeting processes.
• Support preparation of annual procurement plans.
• Ensure compliance with tendering procedures and donor requirements.
• Maintain accurate procurement documentation including dispatches, deliveries, and waybills.
• Maintain updated procurement records and supplier databases.

Sourcing:

• Support development of category strategies and sourcing approaches.
• Assist in managing strategic sourcing processes.
• Communicate sourcing strategies to stakeholders.
• Participate in supplier pre-qualification and database updates.

Performance Measurement & Reporting:

• Manage relationships with key suppliers.
• Prepare monthly and annual procurement KPI reports.
• Submit weekly and monthly procurement status reports.
• Maintain updated supplier catalogs and pricing records.
• Support customs clearance and exemption processing for goods.
• Maintain procurement trackers and reporting systems.

Safeguarding Policy:

The organization maintains a zero-tolerance policy against sexual exploitation, abuse, and harassment. Employees are expected to uphold ethical standards, protect organizational integrity, and comply with safeguarding policies.

Gender Responsibility:

• Promote gender-sensitive staffing and participation.
• Encourage female staff participation in leadership and external networks.
• Support gender balance in organizational activities.
• Facilitate discussions on gender-related workplace issues.

Safety & Security Responsibility:

• Ensure compliance with safety and security policies.
• Support staff awareness on safety procedures and protocols.
• Support safety training activities such as first aid and fire safety.
• Ensure emergency and security records are properly maintained.
• Promote safe working practices across teams and field locations.

Qualifications:

• BA in Procurement and Supply Chain Management, Business, or related fields.
• Additional certification in procurement or supply chain management is an advantage.

Experience:

• Minimum of 3–4 years relevant experience in procurement or supply chain roles.
• Experience with donor-funded procurement (USAID, UN, OFDA) is an advantage.

Required Skills:

• Strong negotiation, coordination, and analytical skills.
• Excellent knowledge of procurement regulations and procedures.
• Strong reporting and documentation skills.
• Proficiency in Microsoft Word, Excel, and procurement systems.
• Ability to manage multiple tasks and meet deadlines.
• Strong communication and interpersonal skills.
• High attention to detail and accuracy.

Skills Required:

• Logistics / Supply / Chain