Term of Employment: One year with the possibility of extension
Duty Station(s): Addis Ababa, Ethiopia
Required Number: One
Application Deadline: June 21, 2026
Background:
The Ethiopian Agricultural Transformation Institute (ATI), formerly known as the Agricultural Transformation Agency (ATA), is a strategy and delivery-oriented government institute created to help accelerate the growth and transformation of Ethiopia’s agriculture sector, which is a key contributor to the country’s GDP, exports, and workforce. The ATI’s work is centred on improving the livelihoods of smallholder farmers (SHFs) across the country for improved income, inclusiveness, resilience, and sustainability. The ATI works to transform the agriculture sector in Ethiopia by conducting policy and analytical studies, providing technical implementation support and capacity building, coordinating platforms to better integrate partners and projects and designing and directly leading several innovative/pilot interventions.
The Institute joins forces with various stakeholders, including policymakers, researchers, farmers, and development partners, to support the implementation of agricultural development programs and initiatives. In addition, the ATI collaborates with national and international partners to facilitate knowledge exchange and learning opportunities. The Institute plays a crucial role in generating and disseminating information to support evidence-based decision-making in Ethiopia’s agricultural sector.
Our Culture
We have an exceptional team of highly competent employees with a proven track record of success in managing complex activities and achieving transformational results. Our culture is one where talented, dedicated, and adaptable individuals are committed to doing their best and exhibit great team work to achieve excellent results. At ATI, we provide an exceptional platform for people who want to achieve their highest potential and make a meaningful contribution in changing the country’s agricultural sector. We offer rewarding work in a young, fast-paced growing organization with passionate, committed, motivated colleagues and excellent career development and training. We recognize our most valuable assets are our staff and are committed to providing our employees with the tools, training, and mentorships necessary to achieve their career goals.
Job Summary
The Senior Procurement Officer is responsible for procuring and managing the effective and systematic acquisition of goods, works, and services; the efficient development and monitoring of procurement contracts; the development of transparent tendering schedules and proper record keeping; the provision of guidance on optimal techniques for contract design and procurement; the development of best practices concerning commissioning and procurement; and the provision of advice on ATI policy and procedure
Outcome 1: Efficient Procurement Management Practices 30%
Responsible for contributing to the planning of varius Collaborative procurement activities . Also participate in the formulation/revision of procurement strategy/ Polic.
procedures and regulations, and plans.
Assures that the selection of all suppliers, contractors and consultants are performed in a fully professional, transparent, and ethical manner, and that all participating suppliers, contractors and consultants are treated on a fair and equal basis.
Implements all ATI procurement Standard Operating Procedures to ensure compliance with government and donors’ procurement policies and regulations.
Analyses procurement requirements and determines the most appropriate sourcing and solicitation strategy based on interpretation and assessment of established practices, policies, and experience.
Guides the evaluation committees by guiding members through the evaluation process and ensuring the integrity and fairness of the solicitation process.
Collaborates with the Procurement Manager to deliver the Institute`s Corporate Procurement Strategy, adopting a robust but proportional approach to sourcing and contract management to ensure contract visibility but also facilitate improvements in relationship management and communication.
Acts as a positive role model contributing to the team spirit. Collaborates and supports the development of others.
Opens to change and flexible in a fast-paced environment. Effectively adapts own approach to suit changing circumstances or requirements. Reflects on experiences and modifies own behaviour. Performance is consistent, even under pressure. Always pursues continuous improvement.
Reviews bid specifications and/or scopes of work prior to advertising Conduct tender process in collaboration with the procurement staff in the field to support strategic procurement.
Conducts market research to identify potential suppliers, compare prices, and select the most cost-effective options without compromising on quality.
Delivers a compliant, effective, and economical procurement process to get the best products and services.
Ensures adequate preparation of complete, clear, unambiguous, and concise bidding documents outlining the requirements and specifications for goods, work, or services. Also, ensures best available prices & quality, collect quotations, suppliers’ references.
Develops excellent and standard tender evaluation, have the team examine and sign it, then forward it to procurement manager for further examination. Evaluates tender and award documentation with respect to the developed evaluation criteria.
Proactively discusses with all stakeholders on their future procurement requirements to develop adequate sourcing strategies in line with the organization strategy and supports all stakeholders in the implementation of these plans.
Reviews of Specifications, TORs and confirms all procurement requests before processing; and reviews the eligibility, qualification, evaluation, and award criteria for compliance with the procurement procedures.
Handles clarification requests from potential bidders and ensures that they are handled legally and within the allotted time frame.
Makes a draft purchase order (PO) or procurement contract, distributes it to the contract officer, and then sends it to the procurement manager and director for additional processing and action. Reports any changes made to the original contract to the line manager.
Prepares request for quote, evaluation reports, and gets approval according to ATI standard operating procedures.
Engages and supports the manager by providing guidance on technical procurement matters, including advising on appropriate procurement mechanisms, preparing tender documentation, undertaking tender evaluation including the pre-qualification of suppliers, checking contractual terms/conditions, interviewing, liaising, and negotiating with potential suppliers, responding to procurement challenges and producing outcome reports for management.
Solicits bids/offers from the supply market in a manner determined in the procurement plan
Ensures that contractual documents reflecting the terms and conditions of the approved contract award or disposal are finalized with the Legal Department.
Develops, reviews, and suggests new or improved administrative, purchasing, and clerical procedures to maintain economy and efficiency of operations.
Maintains procurement management databases and records and ensure on-time delivery and procurement reporting.
Nurtures professional and healthy relationships with vendors and suppliers and provides objective vendor performance appraisals.
The senior procurement officer plays a key role in supporting program activities through his or her services and is expected to collaborate closely with the contract officer, program, finance, logistics, and administration, and procurement team.
Enforces proper use of procurement ceilings and approval procedures.
Carry outs the procurement of goods, works and services for all the assigned PRs – as per Institute`s standards and formats.
Coordinates with the Finance Department to ensure that payments to vendors are made on-time and without any unnecessary strain on the financial systems of ATI
Creates and sustain a work environment of mutual respect where team members strive to achieve excellence.
Arranges tender and other procurement meetings and take minutes
Provides team members with information, tools, and other resources to improve performance and reach objectives.
Ensures the completion of delivery and all the required documents for payment including accruals.
Conducts negotiations with suppliers ensuring competitiveness with transparency and documentation.
Supports the Procurement Manager in the implementation and delivery of the Institute`s Procurement Strategy and its associated action plans and takes responsibility for the implementation of agreed aspects.
Participates in the end-to-end tender process: Advertises the procurement processes, prepares the solicitation documents, communicates, and issues tender clarifications to applicants / bidders, notifies bidders and applicants on the outcome of the evaluation processes, and formulate supplier service agreements.
To optimize effectiveness and obtain cost advantages, fully utilizes the Institute's and PPDS's framework contracts.
Drafts Addenda/variation order to contracts/purchase order.
Ensures contracts signed in consultation with the senior contract officer to ensure compatibility with local laws and compliance with public procurement authority and donners specific procurement fiduciary requirements.
Provides consistent sourcing and contracting activities using standard bidding document templates (primarily Request for Proposals, Request for Quotes, Request for Information).
Handles procurements of more complex materials, supplies, equipment, and services using a e-GP purchasing system and other procurement method in accordance with pertinent policies, laws, regulations, rules, and limits.
Outcome 2: Planning, vendor performance and relationship management (20%)
Provides support to the Procurement Manager in the preparation of the Annual Procurement Plan.
Monitors Vendor performance and initiates corrective actions when required.
Prepares vendor category and spend analysis reports.
Contributes to the development of internal policies and procedures to improve integrity, efficiency, and effectiveness of the functions.
Submits relevant procurement and disposal strategies to the Procurement Manager for consideration.
Works directly with procurement manager in the development of commodity strategies for their assigned commodities.
Responsible for planning the delivery of the commodity strategies which must align with the approved Category and Procurement Strategy and the Plans for the Services within the scope of their assigned commodities.
Assists in the delivery of the Procurement Strategy and the associated work programmes
Conveys and distributes pertinent information and data to the senior contract officer, helping in participating in performance monitoring, supplier review meetings, customer engagement, and problem-solving.
Evaluates supplier performance and conduct regular assessments to ensure compliance with contractual agreements.
Promotes and encourages procurement best practice across the organisation through the development of positive relationships across the Institute.
Monitors and evaluates performance of suppliers based on end user satisfaction.
Advises award, modification, renewal and/or termination of contracts.
Updates the approved procurement plan.
Reviews and monitors contracts to ensure compliance.
Participates in negotiations with vendors on contract awards, debriefings, solicitation disputes, and contract disputes to make sure all parties get value for the goods and services that have been or will be procured.
Develops relationships with both new and existing vendors to facilitate issues resolution, ensures high Vendor performance, and pursues opportunities for cost savings.
Outcome 3: Procurement Filing System (10%)
Ensures all purchasing dossiers are complete and properly filled before archiving. Verifies that the Institute's procurement filing procedures are followed and that the procurement filing system is in place.
Maintains complete and accurate records for use in the event of audit and /or legal dispute.
Responsible for ensuring that assigned tender activities are acted upon and completed within the agreed timelines.
Prepares and maintains accurate records and documentations on all solicitations, responses, purchases, contracts, correspondence, and related follow-up.
Digitizing of all records is mandatory in systematic manner and makes sure that all related documents are uploaded.
Reviewing filed documents once again.
Collects and reviews all delivery documentations.
Prepares and maintains procurement records and compiles procurement reports and submits to the Procurement manager.
Maintains an up-to-date file of local and foreign Suppliers to assure securing the best prices available on the desired product, consistent with quality, service, and timely delivery.
Responsible for contributing to and tracking cost savings/negotiated savings as Key Performance Indicators (KPI) on all procurements.
Provides advice to the procurement manger on how to continuously improve procurement processes, tools, and templates.
Outcome 4: Reporting and communication (10%)
Prepares and submits daily, weekly, monthly, quarterly, and annual procurement reports to the supervisor.
Attends meetings and updates others on issues or concerns, when there is a risk which could prevent the organisation meeting urgent request or where there are over capacity concerns.
Verifies that all procurement cases subject to the procurement manager clearance!
are properly prepares and presents, and collaborates with the latter to ensure consistency in the procurement approach across the Institute
Timely updates SLAs and takes part in the creation and compilation of reports pertaining to procurement.
Compiles regular procurement reports and submits to the procurement manager; communicates with him/her any issues so that timely remedial measures can be taken.
Liaises with and drafts any official correspondences with contractors/suppliers.
Expresses ideas or facts in a clear, concise, and open manner. Communication indicates a consideration for the feelings and needs of others. Actively listens and proactively shares knowledge. Handles conflict effectively, by overcoming differences of opinion and finding common ground.
Addresses any audit findings related to procurement processes by preparing detailed response reports.
Setting up a negotiating meeting, attending it with the internal team, the supplier, the consultant, and the service provider, and writing a thorough negotiation report.
Reports on the performance and outputs of the assigned activities including the outcome of
procurement activity undertaken and the contribution towards strategic outcomes.
Regularly produce procurement status and completion reports using the spread sheet and Power BI.
Updates and provides Procurement Follow Up (PFU) to line manager on a weekly basis.
Updates and provides the Supplier Lists on regular basis to line manager.
Coordinates with the finance team to ensure payments are made on time.
Updates and provides the Framework Price Lists on regular basis to line manager.
Prepares regular reports on procurement activities, highlighting key metrics, budget utilization, and any significant issues or improvements.
Highlights and reports any fraud suspicious in the procurement processes or supply at all levels.
Builds and develops relationships with key stakeholders and management at all levels by having a thorough awareness of the requirements, desires, worries, and problems of the program team.
Arranges and takes part in bidder debriefing meetings, exercising appropriate judgement and tact, while ensuring to protect confidential information.
Outcome 5: Conducts LC Operation 15%
Receives a fresh Performa invoice from the Supplier and ensures the PI details (goods, price, terms) aligns with the contract agreement.
Initiates Payment Request for A Letter of Credit (LC) or Cash against Documents (CAD) FOB amount.
Drafts and submits the LC application to the bank with all necessary documents (e.g., Performa Invoice, insurance certificate, foreign currency approval, undertaking letters) manually.
Liaises with the finance team to secure National Bank of Ethiopia’s foreign currency approval.
Organizes the required documents and applies for Marin cargo insurance through Electronic Single window service (ESW) system.
Organizes the required documents and applies for Import permit once the insurance application is approved through Electronic Single window service (ESW) system.
Informs the local supplier about the LC issuance and shares a swift message.
Follows up the importation and clearance process of international shipments
Handles any requests from the seller for amendments to the LC terms and conditions.
Reviews proposed amendments and assesses their impact on the ATI's interests and obligations.
If changes to the LC are necessary (e.g., extension of validity), prepares and submits amendment requests to the bank.
Collects Debit advice, settlement advice, collection advice and discrepancy advice from the bank.
Receives shipping documents along with the Delivery order from the seller through our bank.
Thoroughly examines the documents to ensure compliance with the terms and conditions of the LC and applicable regulations.
Verifies the authenticity and accuracy of the documents, including the bill of lading/ Airway bill, commercial invoice, packing list,and certificate of origin, beneficiary confirmation certificate.
Handles discrepancies in the documents submitted by the seller.
Coordinates with CBE to ensure timely and accurate payment transfer to the advising bank.
Drafts and prepares supporting letters (e.g., CBE to Customs office) to Commercial bank or national bank of Ethiopia.
Clears out any unsettled LC or CAD USD amount from NBE delinquent list.
Outcome 6: Custom Clearing for the imported consignments (15 % ) (
Initiates payment request through the ERP system for a freight charge and follows up the payment is made to Ethiopian airlines group/ Shipping Lines on time.
Collects Master Airway bill/ bill of lading from the logistics service providers (Ethiopian airlines/Ethiopian Shipping Lines).
Drafts and prepares and submit a payment letter to customs office for the applicable customs duties and taxes based on the declared value.
Addresses any issues or delays in the customs clearance process and takes appropriate actions to expedite clearance.
Coordinates with Customs Commission and arranges for physical inspections or examinations of the imported goods.
Provides necessary assistance and support during customs examinations to ensure compliance and facilitates the clearance process.
Engages and manages customs clearing agents to handle customs clearance activities on behalf of the ATI.
Initiates Payment request for warehouse, demurrage cost, container deposit, inland haulage, freight charge and transistor fee etc...
Liaises with relevant government agencies responsible for overseeing specific import activities, such as Ethiopian communication authorities (ECA), Ethiopian Food and Drug Authority, Information Network Security Administration (INSA).
Obtains necessary import permits release from the regulatory bodies.
Notifies and Coordinates delivery appointments with warehouse staff to ensure efficient receipt of shipments.
Signs and collects the imported goods from Airport/Dry port and delivers them to ATI warehouse.
Collects the final Customs declaration documents from customs.
Coordinates transportation arrangements to move cleared shipments from the customs office to the ATI warehouse or other destination.
Handles the daily labours, rental cars that transport, load and unload the shipment.
Hands over the import goods to ATI warehouse officers.
Conducts initial inspection of shipments upon arrival at the warehouse to verify quantities, condition, and compliance with packing and labelling requirements.
Informs the requesting unit to form an inspection committee to conduct physical inspections of arrived goods.
Provides all necessary shipping and supporting documentations to warehouse and receive Goods receiving Note (GRN)
Files and archives shipping documents, delivery receipts, and other relevant paperwork associated with incoming shipments for record-keeping and audit purposes.
Maintains organized documentation records to facilitate retrieval and reference as needed.
Prepares a summary of payments made to the supplier and reconcile with the total contract amount.
Initiates Payment Request for Local portion, if applicable.
Initiates Advance settlement request via ERP system, for Letter of credit (LC) or Cash against document (CAD) associated advance requests.
Arranges and submits the required shipping Documents i.e., Customs declaration, Certificate of Origin and import permit to the National bank of Ethiopia’s (NBE) to Settle the USD amount and remove from the Delinquent list.
If there is damage to the items during transit or during inspection and acceptance, promptly notifies the procurement manager so that an insurance claim can be facilitated and reported.
Within a maximum of two weeks, settle any advance payments and give the finance staff the necessary paperwork.
