Job Description
Objectives and general characteristics
AIDOS is seeking a proactive and skilled Procurement Officer to ensure the efficient, transparent, and compliant management of procurement and operational activities. The candidate will ensure full alignment with organizational policies, Ethiopian legislation, and donor requirements, while providing technical support and guidance on procurement compliance to AIDOS project partners.
Areas of Responsibility
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Prepare, update, and monitor the Procurement Plan in close coordination with Project Managers and the administrative management.
Schedule the timelines for tenders and supplies to avoid delays in project activities.
Identify and apply the correct procurement procedure (direct award, negotiated procedure/quote comparison, open/restricted tender, etc.) based on the guidelines and spending thresholds set by Donor, Ethiopian Law and Aidos guidelines.
Prepare tender documentation: Tender Dossier, Request for Quotation (RFQ), Call for Tenders, technical Terms of Reference (ToR), draft contracts and any other document necessary to ensure compliance with Donor, Ethiopian Law and Aidos guidelines.
Evaluate and assess vendor proposals, ensuring that selected suppliers meet the project’s needs and comply with all contractual and regulatory requirements, such as the tax and legal standing of local suppliers (TIN certificate, renewed Business License).
Coordinate and keep minutes for Evaluation Committee meetings, preparing the corresponding minutes and Evaluation Grids/Reports.
Verify that all procedures comply with the Ethiopian regulatory framework (customs procedures, applicable taxes such as VAT and Withholding Tax, commercial regulations for NGOs).
Manage the documentation and permits required for VAT/duty exemptions and handle customs clearance procedures for goods imported from outside Ethiopia (e.g., Authority for Civil Society Organizations - ACSO / Ministry of Finance).
Draft contracts with selected suppliers and consultants, ensuring the inclusion of mandatory clauses (ethics clauses, anti-money laundering, AICS/EU audit rights).
Build and regularly update a qualified and evaluated Supplier Database.
Oversee the end-to-end performance of contracts from award to completion, ensuring proper delivery, physical verification, receipt, installation, and post-delivery services, while managing vendor disputes, non-conformities, or supply chain delays.
Prepare, update, and supervise the inventory management of fixed assets, equipment, and office supplies, ensuring proper physical verification, tagging, and record-keeping.
Ensure the complete, orderly, and traceable archiving of all Procurement Files, in both hard copy and digital formats.
Ensure the preparation of procurement documentation in view of internal and external audits (AICS audits, project audits, local administrative verifications).
Train local project partners on internal procurement procedures and donor regulations (AICS/PRAG).
Supervise and monitor partners' procurement activities, ensuring compliance, transparency, and correct documentation management.
Provide technical assistance and ongoing backstopping to partners during purchasing processes and audit preparation.
Support logistics arrangements for meetings, workshops, training, and field visits.
Manage general office operations (e.g. vehicles, maintenance, stationery, rent, and other supplies).
And any other tasks required by the supervisor
The Procurement Officer is available to perform any additional duties required by the Country Representative and Deputy Country Representative in line with his/her profile.
Supervision
The procurement Officer reports to AIDOS Country Representative and Deputy Country Representative
Job Requirements
Mandatory Requirements
University level degree in Logistics and Procurement, Finance and Business Management, Administration, Economics, or another relevant field.
At least 5 years’ experience in a similar position in the development cooperation/emergency at civil society organizations.
Excellent knowledge and experience of procurement procedures for projects co-financed by AICS and or/the European Union (PRAG Procedures) and/or other international donors.
Strong expertise in compliance, reporting and procurement procedures with government and local authorities.
Demonstrated effective verbal and written communication, negotiation skills, multi-tasking, and organizational skills.
Excellent knowledge of spoken and written Amharic and English.
High proficiency with IT tools, Microsoft Office Suite, particularly Excel, management/ ERP software
Desired Requirements
Salary Range
The monthly basic salary for this position ranges between €650 and €800. This amount is indicative and will be determined based on the candidate's experience and qualifications.
How To Apply
This position is open to national applicants. Interested and qualified persons, with the required experience are invited to submit their application through Ethiojobs platform.
Application will include ALL of the following:
Updated CV in English, with signed authorization to process personal data, including 3 reference contacts from previous employers specifying email and telephone number (only official/organization emails will be accepted)
Motivational letter in English (1-page maximum).
The selection respects the principle of equal opportunities (L. 903/77).
All applications will be reviewed, and only shortlisted candidates will be contacted for technical interviews. Due to the urgency of filling this position, the applications received will be revised on a rolling basis and the Management can close the vacancy before the indicated deadline as soon as the suitable candidate is identified.
AIDOS is committed to promoting diversity and ensuring a fair, transparent, and non-discriminatory selection process. All candidates are considered regardless of ethnicity, gender, disability, sexual orientation, religion or belief, political opinions, or any other personal characteristic.
AIDOS maintains a zero-tolerance policy towards any form of abuse, exploitation, harassment, or violence, and expects all staff, partners, and representatives to uphold the highest standards of integrity and respect for human dignity.
Successful candidates will be required to adhere to AIDOS’s mission, values, non-discrimination policy, and safeguarding principles.
