Procurement and Logistic Assistant

Job Description

REF: PLA/06/2016

Addis Ababa, Ethiopia

The Position: The International Livestock Research Institute (ILRI) seeks to recruit a Procurement and Logistic Assistant who will be a member of the Supply Chain team in Addis Ababa, Ethiopia.

General: The International Livestock Research Institute (ILRI) works at the crossroads of livestock and poverty, bringing high-quality livestock science, communications and capacity building to bear on poverty reduction and sustainable development. ILRI is one of 15 research centres supported by the Consultative Group on International Agricultural Research (CGIAR). ILRI has campuses in Kenya (headquarters) and Ethiopia, with other offices located in other regions of Africa (Mali, Mozambique, and Nigeria) as well as in South Asia (India, Sri Lanka), Southeast Asia (Laos, Thailand, Vietnam) and East Asia (China). www.ilri.org.

Job Purpose: The Procurement and Logistic Assistant sources whatever the business requires and searches for better deals. Engages with suppliers, government offices i.e. Customs Authority and Transit Agents for the smooth clearance of shipment from abroad. It needs to be cost effective while also dealing with other factors such as sustainability, risk management and ethical issues.

Key Duties & responsibilities:

• Assists the Procurement Officer in the purchases of goods and services required by the Institute, locally or overseas, following the Institute’s established Procurement policies, procedures and guideline;


• Registers all incoming requisitions and updates status report on procurement for inclusion and circulation in the status report;


• Prepares transport documentation accompanying dispatches such as packing lists, waybills and loading details to accompany shipment;


• Prepares periodic procurement/shipping updates and circulates to the supply chain unit


• Plans and organizes the day-to-day local purchase activities ahead of time including review and assignments of work to the Local Purchase.


• Local purchases include, but are not limited to, animal feed, stationery, cafeteria supplies, sanitary supplies, fuel supplies, pharmaceutical products, Iab./field supplies, construction materials, uniforms & protective wear, tools and spare parts and pest control services;


• Handles purchase requisitions from ILRI cost centers; and obtains competitive’ quotations from suppliers in order to determine the most favorable prices, product quality, timely delivery, payment terms and other conditions of supply;


• Prepares quotation analysis charts for local and oversea purchase to be reviewed by the Procurement Officer and approved by requesting cost centers;


• Prepare a purchase order trough ERP system


• Ensures, that all government and other documentation required for purchase is processed promptly and accurately and followed up to ensure that unnecessary delays are not experienced;


• Follows-up and keep supervisor as well as concerned requestors informed of the status of outstanding purchase orders periodically as appropriate;


• Arranges transportation of purchased goods to ILRI premises in Addis Ababa as per purchase requisitions;


• Maintains appropriate purchase records, documentation and relevant information about suitable local suppliers, price list and catalogues in the data base for reference by interested persons/units;


• Collects documents for items received at the Airport from Airport cargo or the shipping agents and obtain duty-free authorization;


• Ensures that all required government documentation is processed promptly and accurately and followed up property so that unnecessary delays can be avoided


• Follows-up with the clearing agents and expedite delivery of imports by air/sea freight;


• Expedites prompt clearance of delicate and perishable goods or arrange for temporary cold-storage if necessary;


• Maintains proper record to show the current status of all goods awaiting clearance and report to the Supervisor on daily basis,


• Compiles up-to-date information on rules and regulations relating to clearing forwarding and associated tariffs including inland transportation (e.g Djibouti -Addis)


• Exercises good judgment about driving safety; and reviews, on weekly basis, the reasonableness of daily mileage covered by vehicles assigned to Procurement on the bases of properly maintained vehicle-logbooks;


• Performs any other duties related to Procurement including clearance of imported goods as assigned by the supervisor; and also deputizes for the Procurement Officer when on leave or mission.

Academic and professional qualifications:

Education: At least a Diploma in Procurement and Supplies Management from a recognized college

Experience: Five years’ relevant work experience

Skills and Competencies:

• Good knowledge of supply sources


• Good organization skills


• Ability to plan and co-ordinate routine operations


• Ability to negotiate prices to the advantages of the Institute


• Rigorous approach to duties


• Ability to use PCs


• Ability to maintain accurate records and other documentation


• Licensed to drive light vehicles


• Sound Judgment and initiative

Personal qualities required

• Sound interpersonal communication and good personal organization


• Integrity honesty and confidentiality


• Ability to cope with pressure

Duty Station: Addis Ababa

Grade: 2A

Minimum Base Salary: Birr 10,445 (Negotiable depending on experience, skill and salary history of the candidate)

Terms of appointment: This is a Nationally Recruited Staff (NRS) position, initial appointment is for three years with the possibility of renewal, contingent upon individual performance and the availability of funding. The ILRI remuneration package for nationally recruited staff in Ethiopia includes very competitive salary and benefits such as life and medical insurance, offshore pension plan, etc.

The ILRI campus is set in a secure, attractive campus on the outskirts of Addis Ababa. Dining and sports facilities are located on site.

Closing date: Feb 01, 2016

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How to Apply

Applications Applicants should provide a cover letter and curriculum vitae names and addresses (including telephone and email) of three referees who are knowledgeable about the candidate’s professional qualifications and work experience to be included in the curriculum vitae. The position and reference number: REF: PLA/06/2016 should be clearly indicated in the subject line of the cover letter. All applications to be submitted online on our recruitment portal: http://ilri.simplicant.com/  on or before 1 February 2016.

To find out more about ILRI visit our website at http://www.ilri.org

To find out more about working at ILRI visit our website at http://www.ilri.org/ilricrowd/

Suitably qualified women are particularly encouraged to apply.

Please do not apply online if other application instructions are stated.Please do not accept payment requests at any of the recruitment phases!

Job Categories: Logistics and Transportation Jobs. Job Types: Full-Time. Job expires in 30 days.

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