Procurement and Customs Clearance Division Manager

Internal /External Vacancy

The Ethiopian Red Cross Society (ERCS) wants to recruit employees in the following vacant position the details of which are mentioned below. 

About the Ethiopian Red Cross Society 

The Ethiopian Red Cross Society (ERCS) was established in 1935 and is one of the oldest and largest humanitarian organizations in Ethiopia. ERCS provides services to communities affected by natural and manmade disasters through the provision of emergency responses, ambulance and first aid, family reunification, essential drugs, water and sanitation, and other humanitarian services. ERCS also runs disaster risk reduction programs with the aim of creating resilience households and communities. Currently the ERCS has a structure consisting of 15 Regional Offices, Zonal Branches and District/Woreda Branches, Woreda Red Cross Committee and Kebele Red Cross committees.

ERCS also runs disaster risk reduction programs relating to food security, climate change adaptation, livelihood diversification, and institutional capacity building interventions, with the aim of creating resilience households and communities. ERCS works in partnership with the Ethiopian Government, International Federation of the Red Cross and Red Crescent (IFRC), International Committee of the Red Cross (ICRC), partnering National Societies, members, volunteers and the communities we serve.

Details of the vacant position 

Work Unit:               Procurement and Customs Clearance Division

• Reports to:                  Humanitarian Supply Chain Department Director   

  • Terms of employment:  Permanent after probation period  
  • Salary:                           79,473.00 Birr and other benefit 

 Job Summary

The Procurement and Customs Clearing Division Manager is dedicated to providing exceptional procurement and customs clearance services that support the organization's humanitarian mission. The division ensures the timely, efficient, and transparent acquisition of goods, works, services, and supplies critical to the organization's relief efforts and other purposes. With a focus on cost-effectiveness, compliance, and quality, the division aims to procure essential items in alignment with national society procurement standards and the organization's policies. The Manager also plays a vital role in the timely customs clearance of imported goods, working with authorities to ensure compliance and minimize delays. By continuously automating procurement and customs processes with digital tools, the division enhances accuracy, transparency, and efficiency. This strengthens the supply chain, enabling swift delivery of essential supplies to vulnerable communities while upholding accountability and integrity.

KEY PERFORMANCE AREAS 

1. Plans, coordinates, directs, and supervises the procurement and customs clearance task activities of the Society; 
2. Procures goods and services for all ERCS programs and projects ensuring cost effectiveness and efficiency 
3. Evaluate the effectiveness of the procurement systems used in the Society in a way that ensures efficient and effective procurement service; 
4. Collects approved procurement requests with specification for goods, TOR for services and statement of work (BOQ) from requisitioning work units of the Society, sorts for further action, and handles subsequent procurement activities accordingly;
5. Studies effective purchasing techniques and proposes reform measures on existing local procurement procedures as deemed necessary by providing empirical evidence in corroboration of such initiates and proposals; 

6. Identify the appropriate mode of procurement (e.g., direct procurement, tender procurement, contract procurement, or pro-forma-based procurement) for each requisition, in accordance with established policies and procedures.

7. Oversee bidding processes for local and international procurements, ensuring compliance with established policies and procedures.
8. Ensures that purchasing of goods and services and distributions are executed by pertinent policies and procedures of the Society;
9. Explores different supplier options of the Society’s procurement needs in local and international markets as appropriate and undertakes proper evaluations that best benefit the Society; 
10. Follows up and expedites local and foreign procurement processes of the Society; 
11. Procure the right quantity, quality, and price of supplies (e.g., spare parts, office supplies) and ensure timely delivery from reliable suppliers as per the specification. Ascertains those goods are delivered in good condition in accordance with the standard specification and supporting documents; 
12. Manages and carries out correspondence matters of the Society with suppliers;
13. Builds up and maintains mutually benefiting and ethically sound business partnerships with suppliers; 
14. Maintain an up-to-date database of both local and international suppliers for quick and efficient procurement. 
15. Ensure timely settlement of procurement-related payments and financial transactions.
16. Ensures settlement of procurement-related payments in due course; 
17.  Follows up the movement of procured items from supplier until delivery to the warehouse; 
18. Prepares and/or obtains prepared specifications of goods or services to be procured; 
19.  Carries out Comparative Bid analysis CBA) based on collected pro-forma invoices and in light of standard specifications; 
20. Handles the procurement of capital and consumable goods on the basis of specifications prescribed by requesting work units and procurement committee;
21. Carries out customs clearance formalities of acquired or in kind donation relief items, and foreign procurement and expedites the transit of incoming acquired and procured items to destinations arranged by the National Society; 
22. Reports shortage/overage and any variance for replacement or compensation and any other appropriate action; 
23. Follows up the transit process of acquired and procured items through appropriate means of communication and correspondences with authorities/regulatory bodies and agencies and reports to superior in cases of difficult ties; 
24. Assists in budget preparation, budget monitoring and long-range planning and goal setting for the Society’s Procurement activities
25. Prepares discrepancy reports on commodities supplied and lodges appropriate claims with the manufacturers/suppliers and coordinates insurance claims related to loss, shortage, damage and theft of items in transit;
26. Ensures proper control is exercised through the use of a Goods Receiving Note or other methods to verify that goods/items are received accurately; Maintains effective oversight to ensure the timely procurement and collection of goods.
27. Conducts performance appraisal of subordinates, recommends appropriate training, and coaches them to fill the gap; Takes disciplinary measures based on delegation provided;