Mercy Corps: Procurement Officer Job 2019
Salary range: Confidential | Contract type: Permanent
Closing Date: 11 October 2019
Job Summary
Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities. Operating in Uganda since 2006, Mercy Corps has field offices in Kitgum, Gulu, Kotido, Moroto, Arua, Yumbe, Amudat and Kaabong and implements programs that cover a wide variety of program sectors including food security, health/nutrition, water/sanitation, peace building, youth, agriculture, and econ development.
Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.
The Procurement Officer is responsible for carrying out all procurement aspects of Mercy Corps’ operation. Working closely with Program, Administration, Finance and Logistics, the Procurement Officer is very instrumental in supporting program activities and in ensuring effectiveness and efficiency in delivery of services to the organization. The procurement officer is expected to do field visits to support field teams.
Responsibilities
Procurement:
- Daily coordination of Mercy Corps procurement activities.
- Have a full understanding of Mercy Corps procurement policies, regulations and forms.
- Assist Program and operational personnel in regular procurement planning meetings.
- Assists staff as needed on creating clear and understandable purchase requests and other documentation.
- Along with other procurement team members, coordinate all MC tenders and tender processes ensuring transparency, competitiveness and compliance to Mercy Corps and Donor regulations.
- Be the facilitator to the contracts committee ensuring all processes and committee meetings are documented, transaction documents properly reviewed, approved and filed in accordance with standard operating procedure.
- Collects quotations, pricelists and bids from the market to facilitate procurements as per Mercy Corps standard operating procedures and policies.
- Keep the procurement masterlist database up to date at all times. Prepare standard or adhoc reports as requested.
- Ensure proper use of procurement paperwork including Purchase Request, Request for Quotations, Bid Analysis, Purchase Order, Service Contract, Goods Received Note and Payment Request. Forms are completed to MC standards.
- Interact with service providers, contractors, and other partners in coordination with the Program & Supervisor to ensure relationship is managed;
- Sensitize vendors on Mercy Corps procurement procedures and advocate for high level of integrity.
- Provide status reports on ongoing procurement transactions to respective programs.
- Coordinate deliveries with requestors and vendors.
- Maintain the filing of both hard copy and soft copy of the ongoing and complete Purchase Requests with all the supporting documents as required by the Mercy Corps Procurement Policy.
- All incidents, procurement related, supplier related reports are captured and properly filed.
- Enforce adherence to procurement thresholds, time –to-award timelines and approval authority matrix.
- Coordinate with the Finance Department to ensure that payments to vendors are made on-time and without unnecessary strain on the financial systems of MC.
- Ensure that all Mercy Corps’ procurement activities are legal and moral.
- In cooperation with financial management staff, help to ensure compliance with established financial management rules and procedures for all MC procurement and personnel.
- Maintain a file on market prices for commonly bought items, and continuously review for any changes in market prices.
- Maintain and update Supplier Database.
Asset, Warehousing and Commodity aspects
- Along with warehouse in charge, oversee activities associated with the delivery and receipt of goods/commodities from vendors to the office and to different planned field locations are properly done.
- Coordinate with the Warehouse on delivery of items including completion of Goods Received Notes, storage of items and transfer of items to field sites.
- Assists with asset management. Identify assets during the course of procurement. Receive and track entry of all procured assets into the required tools. Notify the Asset Controller when expecting receipt of assets.
ETHICS AND INTEGRITY
All Mercy Corps staff are expected to behave ethically and demonstrate highest integrity in their professional and personal life. Mercy Corps has zero tolerance to any form of fraud, corruption, abuse, harassment or exploitation. Any breach of our policies or misconduct will lead to disciplinary action or may lead to termination.
KNOWLEDGE AND EXPERIENCE
- A Degree in Logistics and Procurement Management is desired
- 3+ years’ experience in logistics and procurement with strong organizational skills
- Ability to maintain the procurement and logistics filing system,
- Ability to interact effectively with international and national personnel
- Adaptability to unanticipated circumstances.
- Microsoft Office computer skills and experience with using email.
- Ability to communicate in English.
- Proven ability to solve problems independently without supervision
- Proven track record of highest personal integrity
Job Requirements
Required education: Bachelor’s degree
Required relevant work experience: 3 years
Required languages:
Mandatory attachments
Please have a scan or photo of these documents ready when you start the application:Self-prepared CV file – the employer wants to see a CV that you have prepared yourself Education certificate – the official certificate for your highest education