Mercy Corps Yumbe, Uganda
About Mercy Corps 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. In Uganda, Mercy Corps has been working since May 2006 by focusing its programming on Health, adolescent girls’ empowerment, economic development, conflict mitigation, and humanitarian response. General Position Summary 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. Essential Job Functions · 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. · Support in establishment of Master Supplier agreements, especially for commonly used items, with interval reviews for any market changes. · Maintain the integrity of the segregation of duties in the procurement cycle. · Orient all Mercy Corps employees to Procurement procedures as needed. Assists in training staff on procurement policies and procedures. · Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission. · Field travel up to 30% will be required. · Other duties as assigned by supervisor. · 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. · Maintain strict adherence to MC and relevant donor asset and warehouse policies and procedures. · Adhere to proper goods receiving, storage and warehousing procedures. · Complete required and customary documentation for shipments to Uganda such as waybills, bills of lading, customs declarations. · With the warehouse in charge, ensure WH is notified on time on the arrival of supplies including commodities and assets. · All other activities to ensure the smooth and consistent delivery of goods and supplies to offices and/or distributions points. · Other duties as assigned by supervisor. Finance & Compliance Management · Ensure compliance with donor and Mercy Corps regulations related to Mercy Corps Field Procurement Manual, Field Finance Manual, Conflict of Interest Policy and all Mercy Corps Uganda policies Security · Ensure compliance with security procedures and policies as determined by country leadership. · Proactively ensure that team members operate in a secure environment and are aware of policies. Organizational Learning · As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves. Accountability to Beneficiaries Mercy Corps team members are expected to support all efforts toward accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects. Accountability: Accountable to all Mercy Corps policies and regulations as established by HQ and Mercy Corps Uganda Reports Directly to: Procurement Manager, Kampala Supervisory Responsibility: None Works Directly with: Logistics, Operations, Administration, Finance, and Program Leaders and Team Members Ethics and Integrity All Mercy Corps staff member 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 Success Factors The successful candidate will be capable of multi-tasking, rapid decision-making, have initiative, drive and a lot of energy, as well as high emotional intelligence, constructive mentoring skills and proven experience with capacity building. S/he will be committed to long-term program sustainability and the delivery of high-impact activities at the community level. Successful Mercy Corps team members have a strong commitment to teamwork and accountability, thrive in evolving and challenging environments, and make effective written and verbal communication a priority. Mercy Corps team members represent the agency both during and outside work hours. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps' policies, procedures, and values at all times and in all in-country venues HOW TO APPLY: How to apply : Submit your application through email to email@example.com addressed to the Human Resource Director, Mercy Corps Uganda. Include a cover letter clearly stating your salary requirements, CV (with 3 referees), and copies of academic qualifications/certificates.