Procurement Officer

Objectives and general characteristics  AIDOS is seeking a proactive and skilled Procurement Officer to ensure the efficient, transparent, and compliant management of procurement and operational activities. The candidate will ensure full alignment with organizational policies, Ethiopian legislation, and donor requirements, while providing technical support and guidance on procurement compliance to AIDOS project partners. Areas of Responsibility 

• Prepare, update, and monitor the Procurement Plan in close coordination with Project Managers and the administrative management.
• Schedule the timelines for tenders and supplies to avoid delays in project activities.
• Identify and apply the correct procurement procedure (direct award, negotiated procedure/quote comparison, open/restricted tender, etc.) based on the guidelines and  spending thresholds set by Donor, Ethiopian Law and Aidos guidelines.
• Prepare tender documentation: Tender Dossier, Request for Quotation (RFQ), Call for Tenders, technical Terms of Reference (ToR), draft contracts and any other document necessary to ensure compliance with Donor, Ethiopian Law and Aidos guidelines.
• Evaluate and assess vendor proposals, ensuring that selected suppliers meet the project’s needs and comply with all contractual and regulatory requirements, such as the tax and legal standing of local suppliers (TIN certificate, renewed Business License).
• Coordinate and keep minutes for Evaluation Committee meetings, preparing the corresponding minutes and Evaluation Grids/Reports.
• Verify that all procedures comply with the Ethiopian regulatory framework (customs procedures, applicable taxes such as VAT and Withholding Tax, commercial regulations for NGOs).
• Manage the documentation and permits required for VAT/duty exemptions and handle customs clearance procedures for goods imported from outside Ethiopia (e.g., Authority for Civil Society Organizations - ACSO / Ministry of Finance).
• Draft contracts with selected suppliers and consultants, ensuring the inclusion of mandatory clauses (ethics clauses, anti-money laundering, AICS/EU audit rights).
• Build and regularly update a qualified and evaluated Supplier Database.
• Oversee the end-to-end performance of contracts from award to completion, ensuring proper delivery, physical verification, receipt, installation, and post-delivery services, while managing vendor disputes, non-conformities, or supply chain delays.
• Prepare, update, and supervise the inventory management of fixed assets, equipment, and office supplies, ensuring proper physical verification, tagging, and record-keeping.
• Ensure the complete, orderly, and traceable archiving of all Procurement Files, in both hard copy and digital formats.
• Ensure the preparation of procurement documentation in view of internal and external audits (AICS audits, project audits, local administrative verifications).
• Train local project partners on internal procurement procedures and donor regulations (AICS/PRAG).
• Supervise and monitor partners' procurement activities, ensuring compliance, transparency, and correct documentation management.
• Provide technical assistance and ongoing backstopping to partners during purchasing processes and audit preparation.
• Support logistics arrangements for meetings, workshops, training, and field visits. 
• Manage general office operations (e.g. vehicles, maintenance, stationery, rent, and other supplies).
• And any other tasks required by the supervisor

 The Procurement Officer is available to perform any additional duties required by the Country Representative and Deputy Country Representative in line with his/her profile. SupervisionThe procurement Officer reports to AIDOS Country Representative and Deputy Country Representative