Company Overview:
The International Community School of Addis Ababa (ICS Addis) is a leading educational institution offering a rigorous and inclusive learning environment for students from diverse backgrounds. ICS Addis is committed to fostering excellence and ensuring the holistic development of its students through innovative teaching, a vibrant community, and a supportive learning atmosphere.
Current Open Position:
Position Title: Procurement and Logistics Admin Assistant
- Duty Station: Addis Ababa
- Open Position: 1
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 to ensure the efficient operation of the department.
Specific Roles & Responsibilities:
- Support the overall logistics operation of the school’s supply chain.
- Coordinate logistics operations for major project contracts in collaboration with contractors, consultants, and foreign suppliers.
- Collaborate with suppliers, freight forwarders, and customs clearing agents for efficient execution of regular deliveries and foreign shipment clearances.
- Liaise with freight forwarders, carriers, and customs brokers to ensure compliance with international shipping and customs clearance laws and regulations.
- Coordinate communication with government ministries, offices, and agencies related to procurement and general support services operations.
- Develop and maintain relationships with shipping and customs clearance providers, identifying opportunities for cost savings and process improvements.
- Oversee and serve as the main contact point for the school’s online portal applications for government electronic services.
- Assist in the preparation of the school’s annual procurement plan.
- Coordinate and report on the status of tenders, contracts, subcontracts, supplier events, and manage contract files.
- Handle incoming and outgoing correspondence for the department.
- Maintain records of all shipping activities, documenting procedures, guidelines, and changes in procedures for reference.
- Coordinate the school’s asset disposal processes, including donations and scrap sale bids.
- Oversee the operation of the school’s student store by monitoring transaction reports and coordinating inventory counts and reconciliations with finance.
- Oversee vendor payment requests and coordinate with Finance for timely settlement of vendor invoices.
- Assist in the preparation and placement of annual consolidated school-wide purchase orders, both foreign and local.
- Track and follow up on departmental budget utilization, issuing periodic reports.
- Coordinate with the property management section on the timely issuance of materials receiving and issuance reports.
- Provide information to customers within and outside the school by answering questions and requests.
- Maintain office supply inventory for the Procurement & Logistics departments, replenishing as needed.
- Consolidate individual work performance reports and develop a department-wide report.
- Coordinate with other departments to ensure procurement and logistics activities support the school’s overall goals and objectives.
- Assist the Procurement & Logistics Director and perform any assigned tasks.
Minimum Educational Qualifications and Professional Experience Required:
- Degree in Purchasing and Supplies Management, Business Management, Accounting, or related fields.
- 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.
- Proficiency in MS Excel, MS Word, internet browsing, and email usage.
- Training in supply chain, procurement, and project management is preferred.
- Familiarity with procurement software and processes is preferred.
- Strong analytical abilities and problem-solving skills.
- Knowledge of international and 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 by 28 August 2024. Please note that copies of transcripts, academic degrees, or recommendation letters should not be included with your application. You will provide these documents upon request.
Child Protection – Safe Recruitment Practices:
As part of our recruitment practices, employees are required to possess and validate appropriate qualifications for all positions. For all potential hires, ICS Addis communicates directly with previous references to ensure due diligence within the recruitment process. Once employed, ICS Addis has a professional code of conduct, including Child Protection training, which is reviewed and signed annually by employees.