Procurement and Logistics Admin Assistant
ROLE PURPOSE
The Procurement and Logistics Admin Assistant
will provide comprehensive coordination support to the school’s procurement and
logistics department and carry out office administrative tasks.
SPECIFIC ROLES & RESPONSIBILITIES
1. Support the overall logistics operation
of the school’s supply chain
2. Coordinate logistics operation of major
project contracts in collaboration with contractors, consultants, and foreign
suppliers.
3. Collaborate with suppliers, freight forwarders
and customs clearing agents for the efficient execution of regular deliveries
& foreign Shipment clearances.
4. Liaise with freight forwarders, carriers, and
customs brokers to ensure compliance with applicable laws and regulations
related to international shipping and customs clearance
5. Coordinates all outgoing & incoming
communication to government ministries, offices, and agencies as it applies to
the activities of the procurement, and General Support services operations
6. Develop and maintain relationships with
shipping and customs clearance providers, and identify opportunities for cost
savings and process improvements
7. Oversee and serve as the main contact point
for the school’s online portal applications for government electronic services
and single window services, including but not limited to online applications of
Ministry of foreign Affairs, Ethiopian Customs Commission, INSA, ECA, EMA and
applications to other agencies and authorities.
8. Collaborate with the Procurement Head at all
stages of the procurement process and work cross-functionally with all internal
and external teams.
9. Assist in the preparation of the school’s
annual procurement plan
10. Coordinate and reports on status of tenders,
contracts, subcontracts, supplier events, schedules meetings, takes meeting
minutes and manages contract files
11. Handles incoming & outgoing
correspondences of the department
12. Keep records of all shipping activities,
documenting procedures, guidelines, and changes in procedures for reference
purposes
13. Coordinates school’s asset disposal processes
such as donations and scrap sale bids by advertising bids on newspapers,
communicating with bidders, leading bid opening meetings and preparing bid
minutes, following up on payments and closure procedures.
14. Oversees the operation of the school’s student
store by monitoring weekly and monthly transaction reports and coordinating,
periodic inventory counts and reconciliations with finance
15. Oversees vendor payment requests, coordinates
and liaisons with Finance for timely settlement of vendor invoices.
16. Assists the procurement head in the
preparation & placement of annual consolidated school wide purchase orders,
both foreign and local.
17. Coordinates the tracking and follow up of
departmental budget utilization and issues periodic reports
18. Coordinates with property management section
on the timely issuance of materials receiving & issuance reports
19. Provides information to customers (within and
outside of the school) by answering questions & requests
20. Maintains office supply inventory needed for
the Procurement & Logistics management departments, checks inventory &
replenishes as needed.
21. Consolidates individual work performance
reports and develops a department-wide report
22. Coordinate with other departments and staff to
ensure that procurement & logistics coordination activities support the
school’s overall goals and objectives
23. Closely assists the Procurement &
Logistics Director and performs any assigned task.
About You
MINIMUM EDUCATIONAL QUALIFICATIONS AND
PROFESSIONAL EXPERIENCE REQUIRED
- Degree in Purchasing and Supplies Management/Business
Management/ Accounting or related fields with minimum of 4 years of
relevant experience in procurement, logistics, or related domains.
KNOWLEDGE, ABILITIES AND SKILLS
- Proven language proficiency in written and spoken
English
- Ability to work in spreadsheet and word processing
software such as MS Excel and MS Word, internet browsing and usage of
email.
- Training on supply chain, procurement, project
management is preferred
- Familiarity with procurement software and processes is
preferred.
- Strong analytical abilities and problem-solving skills.
- Knowledge of international & local trade
regulations and customs procedures.
- Project management skills with a focus on meeting
deadlines and objectives
Required
Skills
- Project management
- Supply chain management
- Procurement
How
To Apply
Interested candidates fulfilling the minimum
requirements are invited to send their applications to hr@icsaddis.org until 28
August 2024.
Note: copies of transcripts, academic degrees or recommendation
letters should not be included with your application. You will provide the
documents upon request.
Child Protection – Safe Recruitment Practices
As part of our recruitment practices
at our school, employees are required to possess and validate appropriate
qualifications for all positions. For all potential hires,
we communicate directly with previous references to ensure due diligence
within the recruitment process. Once at school, ICS has a professional
code of conduct, including Child Protection training reviewed with employees
and signed annually.