Uganda: Procurement Officer-One Vacancy based in Yumbe (Open to Ugandan Nationals Only)-

Program Summary

Mercy Corps has been present in Uganda since 2006, focusing its interventions on economic and agricultural development, maternal child health and nutrition, governance, conflict management and humanitarian response. With funding from USAID, DFID, ECHO, Sweden Government, Swiss Development Cooperation private foundations including Master Card and Nike. Mercy Corps has been able to work together with communities in Uganda to respond to the needs of our target population, which is focused on youth and more specifically adolescent girls. In 2017, Mercy Corps had an impact on almost 1 million beneficiaries in Uganda through our work focusing on building resilience and enabling economic growth, improving opportunities to attain better health and nutrition, and improving governance and conflict management. All Mercy Corps interventions in Uganda are implemented in a conflict and gender sensitive manner.

General Position 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.

Essential Job Responsibilities

Essential functions

• 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 procurement 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 procurement ensuring acknowledgement in terms of GRNs, Completion Certificates and waybills are completed by relevant staff.
• Complete Master Service Agreement (MSA) tenders and processes, and updat MSA database
• Work with requestors on in ensuring services and contracts are delivered according to agreed terms and condition
• Draw, check and update Service contracts, as well as update the respective databases periodically
• The Procurement officer will 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;
• Other duties as may be assigned by the 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.

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 MC's policies, procedures, and values at all times and in all locations.

Accountability: Accountable to all Mercy Corps policies and regulations as established by HQ and Mercy Corps Uganda

Reports Directly to:Senior Operations Officer, Yumbe

Supervisory Responsibility: None

Works Directly with: Logistics, Operations, Administration, Finance, and Program Leaders and Team Members

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 Bachelor’s Degree in Procurement and Logistics Management or a closely related field.

· At least 3 years 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 spoken N’Karamojong an additional advantage.

· Able to drive a motorbike safely, valid license. Preferred but not required.

Success Factors

The successful Procurement Officer will combine exceptional management skills and experience in building and maintaining partner and vendor relationships. S/he will have an ability to think creatively about operationalizing and improving the MC Procurement system. S/he will have proven experience with cross-cultural team and capacity building, individual staff development and strong mentoring skills. Multi-tasking, prioritizing, problem solving and simultaneous attention to detail as well as strategic vision are essential. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations. A good sense of humor and the ability to learn from mistakes also goes a long way!

Living Conditions / Environmental Conditions

The position is based in Yumbe, Uganda.

How to apply: Submit your application through email to ug-mcjobs@mercycorps.org 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. Deadline for Submission: Close of business on Friday, 01^stFebruary, 2019. 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.