Procurement Coordinator (Construction), Addis Ababa, Ethiopia

Save The Children

Contract
Addis Ababa
Posted 1 week ago

Job Features

Job CategoryEngineering(Architecture/Environmental/Chemistry/Geo-technical/Survey/Maintenance/Electrician/Sanitation/Technician/Adviser)

Procurement Coordinator (Construction) – ( 210002DA )

TITLE: Procurement Coordinator (Construction)

TEAM/PROGRAMME:

Program Operations/ Supply Chain

LOCATION: Addis Abeba with travel to field locations as deemed appropriate

GRADE : TBD

Post Type: National

CHILD SAFEGUARDING:

Level 3:

The post holder will have contact with children and/or young people either frequently (e.g. once a week or more) or intensively (e.g. four days in one month or more or overnight) because they work within the country programs; or are visiting country programs; or because they are responsible for implementing the police checking/vetting process for staff.

ROLE PURPOSE:

The Procurement Coordinator for Construction is responsible for the overall functional aspects of construction related procurement in coordination and collaboration with the country Construction Team Program Operations and internal stakeholders. The role requires a high level of technical and qualified skills in construction and infrastructure projects. The post holder will play a core role in procurement planning based on Bill of Quantities (BoQ) programme design and delivery including supervision and comprehensive reporting throughout the various stages of the project.

The post holder will have experience in procurement for Construction based on the BoQs particularly tendering criteria and evaluation of contractor bids skilled negotiator for construction contract specifics (lead time quality) and a comprehensive understanding of construction contract clauses and how to apply them. There may be the requirement to visit and assess proposed construction sites in project areas and working with community-led construction projects.

During humanitarian emergencies the post holder maybe required to work outside the normal role profile and be able to vary working hours accordingly as directed by the Senior Procurement Manager

SCOPE OF ROLE:

Reports to: Procurement Manager

Staff reporting to this post:

Direct: Procurement Officer – Construction

Indirect :

Budget Responsibilities: TBD

Role Dimensions : Save the Children works in 22 FOs districts in Ethiopia with a current staff compliment of 1800 staff and current expenditure of approximately 75 million each year.

KEY AREAS OF ACCOUNTABILITY :

Planning Coordination & Programme Support:

  • Under the direction of the Senior Procurement Manager undertake market research and analysis run tenders and set up pre-qualified supplier lists and Framework Agreements (FWA)
  • Manage suppliers professionaly and proactively providing feedback to improve performance and leading periodic review meetings ensuring Value for Money quality and delivery
  • Comprehensive understanding of the project management process of construction projects (reporting invoicing verification of payments practical completion and final completion certification)
  • Examine and process payment requests for construction works undertaken and according to contractual terms and conditions
  • Supporting on appropriateness of the materials for the proposed sites including security of materials and equipment
  • Delegate to the Procurement Officer (Construction) routine and structured procurement duties and support and supervise to ensure processes are followed in a timely manner and according to the SCI policies and procedures
  • Conduct Develop to Perform (D2P) with Procurement Officer and ensure clear work and development goals are established with timelines including regular feedback and support.
  • Provide Construction procurement and planning advice and support to both the country office and the field offices in coordination with Construction Technical Teams
  • Deliver management information reports summarising key trends in performance of the construction procurement function against work plans
  • Contribute to proposals and provide weekly updates and monthly reports outlining progress on ongoing projects as well as the utilization of materials labour and equipment being used.
  • Establish a sound working relationship with the Head Infrastructure TA to fully utlise all resources and technical expertise

Technical & Operational:

  • Establish a contract management database and keep updated records of progress of each construction project and inform Construction Team of status
  • Work closely with requestors to ensure that contract values are within the available budget limit and also keep record of payables (retentions) and receivables (advances) and inform stakeholders timely for release and/or recovery.
  • Identify where necessary and through acceptable and transparent ways contractors/specialists/suppliers to carry out specialised pieces of work where project personnel do not have the capacity to do so
  • Identify and organise procurement of locally available construction materials in close collaboration with the Field Office procurement team.
  • Provide technical support for all partner agencies if required as part of the programme implementation
  • Follow up on planning and implementation monitor the performance of construction companies for compliance with the contract agreements they entered into with SCI in collaboration with the Construction Manager.

Realise Professional & Efficient Procurement:

  • Manage procurement for the Ethiopia programme in line with SCI procurement policies processes and quality standards through supervision of Procurement Requests Requests for Quotation Comparative Bid Analysis Procurement Committees Purchase Orders and Contract processes
  • Ensure that Procurement Committees dealing with construction projects in all field offices are established where required and that they fully understand and undertake their responsibilities at all times ad according to the financial Scheme of Delegation (SoD).
  • Attend when required the Procurement Committee meetings to provide expert advice on construction procurement.
  • Advise and establish best practice for sourcing freight and transportation service providers with support from Fleet Management
  • Ensure all orders are processed according to Procurement Plans logged into the Procurement Tracker status updates are communicated to programmes and that all relevant documentation is filed appropriately.
  • Ensure construction supplier files are routinely updated on performance and the Procurement Committee for evaluation of relevant suppliers for future use in review of performance.

Other:

BEHAVIOURS (Values in Practice )

Accountability:

  • holds self accountable for making decisions managing resources efficiently achieving and role modelling Save the Children values
  • holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.

Ambition:

  • sets ambitious and challenging goals for themselves and their team takes responsibility for their own personal development and encourages their team to do the same
  • widely shares their personal vision for Save the Children engages and motivates others
  • future orientated thinks strategically and on a global scale.

Collaboration:

  • builds and maintains effective relationships with their team colleagues Members and external partners and supporters
  • values diversity sees it as a source of competitive strength
  • approachable good listener easy to talk to.

Creativity:

  • develops and encourages new and innovative solutions
  • willing to take disciplined risks.

Integrity:

  • honest encourages openness and transparency; demonstrates highest levels of integrity

QUALIFICATIONS

  • Holder of a Degree in either Construction/Infrastructure/Engineering or equivalent qualifications
  • Holds recognised professional qualifications obtained through a company or organisation that demonstrates suitability for the role coupled with extensive experience.

Strong preference will be given to candidates who can demonstrate clear learning and training qualifications within the Construction/Infrastructure/Engineering sector either commercial or non-government

EXPERIENCE AND SKILLS

Essential:

  • A minimum of 5 years construction/infrastructure/engineering experience within an INGO or related sector and experience in humanitarian procurement and or supply chain and the sector.
  • Experience with associated procurement policies and procedures and conversant with national materials and national and local construction regulations
  • Experience in all technical areas of procurement including tendering supplier management contracting and performance management
  • Strong analytical skills and proven track record of implementing managing and building capacity and capability.
  • Ability to build effective working relationships with a wide range of stakeholders both internally and externally
  • Excellent planning management and coordination skills with the ability to organise a substantial workload comprised of complex diverse task and responsibilities
  • Strong communication skills written and spoken English and Ahmaric

Desireable:

  • Procurements management/ contracts management
  • Procurements under major institutional donors (USAID ECHO DfID UN Agencies)

Additional Job Responsibilities:

The duties and responsibilities as set out above are not exhaustive and the post holder may be required to carry out additional duties within moderation of their level of skills and experience.

Equal Opportunities:

The post holder is required to carry out the duties in accordance with the SCI Equal Opportunities and Diversity policies and procedures.

Child Safeguarding:

All staff have an obligation to ensure they fully understand the provisions of the Child Safeguarding policy the Code of Conduct and related policies. They must conduct themselves in accordance with the rules of the Child Safeguarding Policy in their personal and professional lives- which includes reporting suspicions of child abuse. All staff must ensure while carrying out their work are not putting children at risk or further risk. Children must be safe hence our selection process must include rigorous background checks reflecting our commitment to the protection of children from abuse .

Health and Safety:

The role holder is required to carry out the duties in accordance with SCI Health and Safety policies and procedures.

The Organisation

We employ approximately 25000 people across the globe and work on the ground in over 100 countries to help children affected by crises or those that need better healthcare education and child protection. We also campaign and advocate at the highest levels to realise the right of children and to ensure their voices are heard.

We are working towards three breakthroughs in how the world treats children by 2030:

  • No child dies from preventable causes before their 5th birthday
  • All children learn from a quality basic education and that
  • Violence against children is no longer tolerated

We know that great people make a great organization and that our employees play a crucial role in helping us achieve our ambitions for children. We value our people and offer a meaningful and rewarding career along with a collaborative and inclusive environment where ambition creativity and integrity are highly valued.

Application Information:

Please attach a copy of your CV and cover letter with your application and include details of your current remuneration and salary expectations. A copy of the full role profile can be found at https://stcuk.taleo.net/careersection/ex/jobsearch.ftl

We need to keep children safe so our selection process which includes rigorous background checks reflects our commitment to the protection of children from abuse.

All employees are expected to carry out their duties in accordance with our global anti-harassment policy.

Location: Addis Ababa

Employee Status: Permanent

Closing Date: Apr 19 2021

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  • Under the direction of the Senior Procurement Manager undertake market research and analysis run tenders and set up pre-qualified supplier lists and Framework Agreements (FWA)
  • Manage suppliers professionaly and proactively providing feedback to improve performance and leading periodic review meetings ensuring Value for Money quality and delivery
  • Comprehensive understanding of the project management process of construction projects (reporting invoicing verification of payments practical completion and final completion certification)
  • Examine and process payment requests for construction works undertaken and according to contractual terms and conditions
  • Supporting on appropriateness of the materials for the proposed sites including security of materials and equipment
  • Delegate to the Procurement Officer (Construction) routine and structured procurement duties and support and supervise to ensure processes are followed in a timely manner and according to the SCI policies and procedures
  • Conduct Develop to Perform (D2P) with Procurement Officer and ensure clear work and development goals are established with timelines including regular feedback and support.
  • Provide Construction procurement and planning advice and support to both the country office and the field offices in coordination with Construction Technical Teams
  • Deliver management information reports summarising key trends in performance of the construction procurement function against work plans
  • Contribute to proposals and provide weekly updates and monthly reports outlining progress on ongoing projects as well as the utilization of materials labour and equipment being used.
  • Establish a sound working relationship with the Head Infrastructure TA to fully utlise all resources and technical expertise
  • Establish a contract management database and keep updated records of progress of each construction project and inform Construction Team of status
  • Work closely with requestors to ensure that contract values are within the available budget limit and also keep record of payables (retentions) and receivables (advances) and inform stakeholders timely for release and/or recovery.
  • Identify where necessary and through acceptable and transparent ways contractors/specialists/suppliers to carry out specialised pieces of work where project personnel do not have the capacity to do so
  • Identify and organise procurement of locally available construction materials in close collaboration with the Field Office procurement team.
  • Provide technical support for all partner agencies if required as part of the programme implementation
  • Follow up on planning and implementation monitor the performance of construction companies for compliance with the contract agreements they entered into with SCI in collaboration with the Construction Manager.
  • Manage procurement for the Ethiopia programme in line with SCI procurement policies processes and quality standards through supervision of Procurement Requests Requests for Quotation Comparative Bid Analysis Procurement Committees Purchase Orders and Contract processes
  • Ensure that Procurement Committees dealing with construction projects in all field offices are established where required and that they fully understand and undertake their responsibilities at all times ad according to the financial Scheme of Delegation (SoD).
  • Attend when required the Procurement Committee meetings to provide expert advice on construction procurement.
  • Advise and establish best practice for sourcing freight and transportation service providers with support from Fleet Management
  • Ensure all orders are processed according to Procurement Plans logged into the Procurement Tracker status updates are communicated to programmes and that all relevant documentation is filed appropriately.
  • Ensure construction supplier files are routinely updated on performance and the Procurement Committee for evaluation of relevant suppliers for future use in review of performance.
  • holds self accountable for making decisions managing resources efficiently achieving and role modelling Save the Children values
  • holds the team and partners accountable to deliver on their responsibilities – giving them the freedom to deliver in the best way they see fit providing the necessary development to improve performance and applying appropriate consequences when results are not achieved.
  • sets ambitious and challenging goals for themselves and their team takes responsibility for their own personal development and encourages their team to do the same
  • widely shares their personal vision for Save the Children engages and motivates others
  • future orientated thinks strategically and on a global scale.
  • builds and maintains effective relationships with their team colleagues Members and external partners and supporters
  • values diversity sees it as a source of competitive strength
  • approachable good listener easy to talk to.
  • develops and encourages new and innovative solutions
  • willing to take disciplined risks.
  • honest encourages openness and transparency; demonstrates highest levels of integrity
  • Holder of a Degree in either Construction/Infrastructure/Engineering or equivalent qualifications
  • Holds recognised professional qualifications obtained through a company or organisation that demonstrates suitability for the role coupled with extensive experience.
  • A minimum of 5 years construction/infrastructure/engineering experience within an INGO or related sector and experience in humanitarian procurement and or supply chain and the sector.
  • Experience with associated procurement policies and procedures and conversant with national materials and national and local construction regulations
  • Experience in all technical areas of procurement including tendering supplier management contracting and performance management
  • Strong analytical skills and proven track record of implementing managing and building capacity and capability.
  • Ability to build effective working relationships with a wide range of stakeholders both internally and externally
  • Excellent planning management and coordination skills with the ability to organise a substantial workload comprised of complex diverse task and responsibilities
  • Strong communication skills written and spoken English and Ahmaric
  • Procurements management/ contracts management
  • Procurements under major institutional donors (USAID ECHO DfID UN Agencies)
  • No child dies from preventable causes before their 5th birthday
  • All children learn from a quality basic education and that
  • Violence against children is no longer tolerated

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