Country: Uganda
Closing date: 14 Sep 2017
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), United States Department of Agriculture (USDA), Walmart Foundation (BUILD).
GENERAL POSITION SUMMARY:
The Procurement Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the purchase of goods and services. The overriding objective for all Mercy Corps procurement activity is the prompt and effective provision of materials and services to Mercy Corps’ beneficiary populations in compliance with donor specifications.
The Procurement Assistant is responsible for conducting procurement activities under the supervision of Sr. Procurement Officer. Working closely with Program, Finance and Logistics, the Procurement Assistant is instrumental in supporting program activities through his/her services
ESSENTIAL JOB FUNCTIONS:
· Daily coordination of MC procurement activities for the various Mercy Corps Uganda Programs;
· Has a full understanding of MC procurement policies and formats. Assists, as needed in training staff on these policies and ensure that Mercy Corps procurement policies and formats are properly used
· Assist Program and operational personnel in regular procurement planning meetings.
· Assists staff as needed on creating clear and understandable purchase requests and other documentation; advise on specifications and PR estimates
· Collects quotations and bids from the market for Purchase Requests as assigned by manager – as per Mercy Corps standards and formats;
· Sensitize vendors on Mercy Corps procurement procedures and advocate for high levels of integrity. Interact with contractors, in coordination with the Programs and Operations department explain Mercy Corps formats and ensure that contractors/ vendors adhere to the contract terms for all Programs.
· Maintain procurement reporting through master lists submitted to the Head of Department.
· Prepare the required documentation of supplies, services, works and transactions as to MC standards
· Conduct market surveys for frequently purchased items in relation to PSAs. and maintain a list of prices for commonly purchased items in all Program areas of operation.
· Participate in Supplier information verification, due diligence, workshop visits.
· Monitor the tracker for long term contracts: Leases, Internet, PSAs.
· Monitor the tracker for long term contracts: Leases, Internet, PSAs.
· Handling Procurement filing for both electronic and hard copy documents.
· Submitting payment requests for completed procurements and manage vendor payment related inquires and communication both internal and external.
· Manage Lease commitments for all offices and staff in coordination with Administration and Services Desk.
· Works with Asset controller on Asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.
· Work with warehouse focal person in preparing of GRNs, verification of deliveries of program material in relation to the Orders issued.
· 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 for every procurement transaction
· Ensure the timely and well documented delivery of supplies to respective MC Uganda field offices in coordination with the Program and Logistics team.
· 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 (RPS on Demand, segregation of duties, Referencing, AAM, Donor waivers, etc)
KNOWLEDGE AND EXPERIENCE:
· Bachelor’s 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
· A demonstrated ability to multi-task and process information into action as to not delay program activities.
· A clear understanding of contracts law, procurement ethics and donor compliance is essential.
· Experience working on donor funded procurement for goods, services and works will be an added advantage.
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 Thursday, 14th September, 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.