Procurement Officer US Non-profit Jobs – Mercy Corps
Job Title: Procurement Officer
Organization: Mercy Corps
Duty Station: Uganda
About US:
Mercy Corps is an International NGO that exists to alleviate poverty and oppression by helping people build secure, productive and just communities. Mercy Corps has been fully registered in Uganda as an operational NGO. Currently Mercy Corps has an office in Kampala and is implementing Food Security programs which comprise of Water and Sanitation, Livelihood and Agriculture and Conflict Mitigation Management Program in North and North Eastern Uganda. We implement programs in the northern districts of Pader, Kitgum, Agago, Lamwo, Kaabong, Abim and Kotido with funding from USAID, USDA, Walmart Foundation, SDC, DFID as well as other private donations.
Job Summary: The Procurement Officer will be an integral member of the Operations team. The Procurement Officer is responsible for overseeing procurement in the Yumbe central office. Working closely with Operations, Programs, Administration and Finance, the Procurement Officer is instrumental in supporting program activities through his/her services. The Procurement Officer is responsible to ensure that all procurement and contracts are in compliance with Mercy Corps and donor requirements. The position will most intensively support the programs funded by European donors to support refugees and host communities in Northern Uganda. The position is to provide support to activities and offices in Arua, Adjumani, Rhino Camp.
Key Duties and Responsibilities:
- Responsible for the daily coordination of Mercy Corps Program procurement activities;
- Ensure that Mercy Corps procurement policies and formats are properly used.
- Contribute to the overall program planning and implementation process.
- Assists program and support staff on creating clear and understandable purchase requests (PR) and other documentation;
- Collects quotations and bids from the market for PRs as assigned – as per Mercy Corps standards and formats;
- Interact with contractors, in coordination with the Programs and Operations departments of Yumbe.
- Prepare the required documentation of supplies and transactions as to MC standards.
- Preparation of status reports on deliveries for Programs, office Management and recipient of supplies.
- Maintain thorough procurement files as outlined in the MC procurement policy;
- 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;
- Ensure the timely and well documented delivery of supplies and services to respective MC Uganda field offices in coordination with the field based logistics officers.
- Interacts with suppliers according to MC standards.
- Compliance checks in relation to Procurement manual and Donor requirement, (RPS On-Demand, segregation of duties, Referencing, AAM, Donor waivers, etc)
- Facilitate Procurement Committee meetings and be part of this working committee on sealed quotation procedure, tender preparation, opening, evaluation and award process. Procurement Officer responsible for documenting all committee meeting minutes and decisions and get required approvals.
- Assists Procurement Management with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.
- Manage the PR Master list for Yumbe and make updates, on an ongoing basis.
- Provide Orientation on Procurement procedures from time to time to new recruits and Programs in line with MC policy.
- Conduct market surveys for prices and maintain a list of prices for commonly purchased items in all Program areas of operation.
- Maintain an updated Vendor database with all relevant details, legal status, tax clearance status, etc
- Conduct site visits for construction related procurements in collaboration with Engineers and other Program staff to verify services performed, materials and other direct deliveries made to beneficiaries.
- Sensitize vendors on Mercy Corps procurement procedures and advocate for high levels of integrity.
- Processing payments for completed procurements ensuring acknowledgement in terms of GRNs, Completion Certificates and waybills are completed by relevant staff.
- Complete Master Service Agreement (MSA) tenders and processes, and update the MSA database
- Work with requestors on in ensuring services and contracts are delivered according to agreed terms and condition
- 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.
Qualifications, Skills and Experience:
- The ideal candidate for the Mercy Corps Procurement Officer job should hold a Bachelor’s Degree in Procurement and Logistics Management or a closely related field.
- At least three years of experience in Logistics and Procurement Management, International NGO experience is an added advantage.
- Microsoft Office computer skills especially in MS Excel and experience with using email
- A demonstrated ability to multi-task and process information into action as to not delay program activities.
- A clear understanding of procurement ethics and donor compliance is essential.
- Excellent oral and written English skills.
- Proven ability to solve problems independently without supervision
- Good understanding and skills at data management.
- Strong computer literacy with a full knowledge of MS Office applications.
- Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
- Strong team coordination, listening, and consensus building skills.
- Fluent in both spoken and written English. Fluency in the local language is an added advantage.
How to Apply:
All suitably qualified and interested candidates should send their E-mail applications including a cover letter clearly stating the salary requirements, updated CV (with three professional referees), and copies of academic qualifications/certificates addressed to the Human Resource Director, Mercy Corps Uganda to: ug-mcjobs@mercycorps.org. Applications can also be hand delivered to Mercy Corps Yumbe Field Office located on Plot 1, Diku Village, Chinia Village.
Deadline: 1st February 2019
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