PROGRAM/DEPARTMENT SUMMARY:
Mercy Corps has been operating in Uganda since 2006. It has and continues to implement programs in Acholi and Karamoja sub regions. Mercy Corps is taking a community-led, market driven approach to address poverty and food insecurity needs through interventions that get to the root causes and contributing factors of economic vulnerability. Donors include the United States Agency for International Development (USAID), DFID, Mastercard Foundation, WALMART Foundation, Coca Cola Africa Foundation, US Depart of State (DOS) /PEPFAR, and Nike Foundation.
GENERAL POSITION SUMMARY:
The Procurement Officer is responsible for overseeing procurement in their respective office location. 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 USAID Growth, Health, Governance program, in particular, implementation of its Karamoja Strategic Investment Fund.
ESSENTIAL JOB FUNCTIONS:
• Responsible for the daily coordination of Mercy Corps GHG Program procurement and administrative 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 PR-s as assigned by manager(s) – as per Mercy Corps standards and formats;
• Interact with contractors, in coordination with the Programs and Operations departments of Kotido.
• 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 to respective MC Uganda field offices in coordination with the field based logistics officers.
• Interacts with suppliers in the receiving and inspection of goods –Ensure GRNs are issued.
• Receive the goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order;
• Compliance checks in relation to Procurement manual and Donor requirement , (WT, segregation of duties, Referencing, AAM, Donor waivers, etc)
• Establish a working Procurement Committee 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.
• Managing Karamoja Strategic Investment Fund, follow-up on deliveries, beneficiary handover and follow-up on progress of activities in collaboration with Program team.
• Manage the KSIF PR Masterlist and provide updates, as necessary
• 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 Supplier database with all relevant details, legal status etc
• Conduct site visits for construction related procurements in collaboration with Engineers and other Program staff to verify materials and other direct deliveries made to beneficiaries.
KNOWLEDGE AND EXPERIENCE:
• Degree in Relevant Business Field is desired
• At least 3 years experience in Logistics and Procurement Management, NGO experience and asset management 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
SUCCESS FACTORS:
• Conscientious with an excellent sense of judgment
• Ability to work simultaneously on multiple tasks and meet critical deadlines
• Willingness and ability to work effectively with a wide variety of people
• Strong ability to work as part of a team and coordinate with project personnel
• High level of integrity and honesty
• Computer literate and strong organizational and planning skills.
HOW TO APPLY:
Applications: Submit your application through email to ug-mcjobs@mercycorps.org addressed to the Senior HR and Legal Manager, Mercy Corps Uganda. Include a cover letter clearly stating your salary requirements, CV (with 3 referees), and copies of academic qualifications/certificates. Deadline for Submission: Close of business on Wednesday, 4th January, 2017. Subject of email should include the position you are applying for. Only short-listed candidates will be contacted by Mercy Corps. Mercy Corps is an equal opportunity employer; qualified female candidates are strongly encouraged to apply.