Duty station:         Addis Ababa

About the Organization:

VisionFund Micro Finance Institution (S.C) is an Institution established according to proclamation No. 40/96 to provide financial services to the productive poor in the rural and urban areas of Ethiopia. VisionFund MFI is currently operating in four of the Regional States of the country. VisionFund MFI is looking for competent candidates for the position of Procurement & Property Administration officer. The successful candidates will have skills and experience that meet the following requirements:

 1.     SPECIFIC DUTIES AND RESPONSIBILITIES

 Procurement & Property Administration Activities

• Provide inputs during the preparation of annual procurement plan & property operating plan and, upon approval, implement them into actions;

• Accomplishing Procurement process in integrity and transparency as well as compliance with VF-MFI policies and procedures and take lead on any procurement process as required timely and effectively;

• Prepares/support in the preparation of bid documents and as required facilitates evaluation and comparison of bids and prepare/support in contract preparation based on the procurement policy;

• Prepare Purchase Order and agreements for successful bidder and ensure the terms and conditions are detailed and maintained;

• Realizing purchasing actions including order requirements, specification development, solicitation of bids, assessing supplier capabilities and terms, negotiation of contracts, order placement and final contract(s) awarding;

• Identify and practice the details and conditions of the best procurement methods to be used for maximized competitive bidding process through pre-qualification exercise, i.e. Call for Expression of Interest or Request for Information. Launch of Request for Quotations, Requests for Proposals and Invitation to Bid inviting vendors to submit their quotations/prices or proposals based on the nature of the requirements and cost of procurement involved;

• Prepare an updated supplier list, manage vendor relationships & keep records of all procurement transactions as relevant

• Negotiate with external vendors to secure advantageous term as per the direction of immediate supervisor;

• Support in the development of framework agreements for suppliers, monitors and reviews progress of contractual agreements, coordinates renewal, as appropriate, prepare invoices for payment, and resolves any problems that arise;

• Identify and record  surplus, damaged & obsolete stock items/fixed assets and perform according to the disposal  manual

• Continued follow up and take action based on the direction given on supply/works/service delivery and submit supplier documents with relevant and necessary supporting paperwork to finance for payment on time.

•  Execute annual insurances renewal process and ensure VF-MFI has adequate cover for its employee & properties, record & report accident claims for insurance company, manage the claims issues and follow up the claims until settlements;

• Follow up and report proper administration of new & existing buildings & foreclosure properties (title deed/ownership/rental agreement);

• Implement and report proper management and efficient utilization of stores & follow-up with warehouse security safety and cleanliness, control the preparation of materials receiving notes and store issue vouchers

• Executing inventory stock and reconciliation, oversee management of office stores for supplies, equipment’s and furniture’s, ensure appropriate use of office supplies.

• Wide range of office support, for events, meeting & trainings contributing to the efficient and effective management of the administrative and procurement activities;

• Prepare and submit monthly, quarterly, annual and on request reports in a timely manner;

• Implement competitiveness and value for money in procurement & property management processes

• Support in the preparation of  tenants’ rent contracts, handling facilities signing process, and following up on monthly rental collection for acquired buildings;

• Adopting and putting in action building management program including preventative maintenance and life-cycle requirements;

• Accept, record, and document complaints resolution effectively and timely;

• Conduct and document regular facilities inspections;

Job Requirements

EDUCATION/TRAINING

• Bachelor Degree in Procurement & Supplies Management, Management, Business Administration or related.

• 3 years of relevant experience.

TECHNICAL AND OTHER SKILLS

• Integrated knowledge and understanding of support services concepts, practices, systems, and procedures;

• Ability to interact and deal with people;

• Planning, organizational, analytical and decision making skills;

• Basic computer skills;

• Good written and oral communication skills.

• Place of Work:                 Addis Ababa

• Terms of Employment:   Permanent

How to Apply

Submit your application, curriculum vitae, names and addresses of up to three references and non-returnable copies of credentials via email: VFE_vacancy@wvi.org

NB: Only short listed candidates will be contacted for subsequent assessment

Women applicants are highly encouraged to apply