JOB DESCRIPTION AND PERSON SPECIFICATION

JOB TITLE: Procurement Assistant (Maternity Cover)

REPORTS TO: Procurement Manager

REPORTING TO POSTHOLDER: None

LOCATION: Addis Ababa

DURATION & HOURS: Up to December 31 2026 with 60 work days probationary period

SALARY: GBP 517 per Month

PURPOSE OF THE ROLE

The Procurement Assistant position is part of Corporate Services team at Country office directly reporting to the Procurement Manager. The purpose of the position is to provide support in procurement processing to the Country Office. The Procurement Assistant will be responsible for the execution of procurement activities in processing the approved purchase requests; this includes collecting quotations, processing bid evaluations and orders, as well as goods receiving.

Farm Africa is looking for a energetic, proactive, supportive and engaging person who has ability to work with several team members.

KEY TASKS & RESPONSIBILITIES

• Collect purchase requisitions internally, quotations from suppliers, prepare bid summaries and other paper works, ensure accuracy and completeness
• Write a request for quotations, bid analysis, purchase orders, and handle suppliers’ communication
• Preparing, verifying, or closing out procurement documents and files for payment compilation.
• Tracking the status of requisitions, contracts, and orders
• Assembling contract file information and entering purchase order or contract data into a management information system
• Responsible for facilitating & handling all procurements of the country office
• Ensure the timely procurement and distribution of items to the required location
• Compile all relevant procurement documents for payment processing and maintaining an auditable file
• Ensure all procurement governance requirements are in place including procurement committee formation
• Escalate to the Procurement Manager all emerging risks and push for a resolution
• Assist Procurement Manager & follow up on all procurement’s activities undergoing

Safeguarding & Code of Conduct Responsibilities:

• Comply with and uphold Farm Africa’s Safeguarding Policy, Code of Conduct, and related policies at all times.
• Treat all individuals and communities with dignity, respect, and fairness, promoting a safe and inclusive working environment.
• Ensure that personal and professional conduct does not put beneficiaries, colleagues, or partners at risk of harm or abuse.
• Recognize and report any safeguarding concerns, suspicions, or incidents in accordance with Farm Africa’s safeguarding and reporting procedures.
• Maintain appropriate professional boundaries with beneficiaries, community members, and colleagues.
• Ensure that communications, images, and information about beneficiaries are used responsibly and with informed consent.
• Support the organization’s commitment to preventing sexual exploitation, abuse, harassment, and any form of discrimination.
• Participate in safeguarding training and awareness activities as required.
• Contribute to creating and maintaining a safe working environment for all staff, partners, and the communities we serve.

These essential functions are not to be interpreted as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. All work responsibilities are subject to having performance goals and/or targets established.