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Uganda: (1)Procurement Officer Based in Kampala -( Open to Uganda Nationals)

Organization: Mercy Corps
Country: Uganda
Closing date: 11 May 2016

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), the European Commission (EC), United States Department of Agriculture (USDA) and Swiss Development Cooperation (SDC).

GENERAL POSITION SUMMARY:

Reporting to the Senior Operations Manager, the Procurement Officer will be primarily responsible for overseeing and ensuring the operations and functions of the Kampala office to ensure Kampala Office and field program support runs smoothly. The Procurement Officer will provide supervision and training functions in the Kampala office for staff in procurement, logistics, administration, Assets and security. She/He will also provide direct Operational support to the field offices from time to time basing on the requirements and functions as below.

Procurement

· Have a full understanding of MC procurement policies and systems; and be able to provide training to staff on these policies, procedures, systems and best practices

· Assist in regular procurement planning meetings and program activity reviews.

· Oversee Tendering processes for procurements requiring Open tender processes

· Maintain appropriate databases to truck and manage running contracts under works, Consultancy and services within required threshold

· Handle all consultancy contracts, and processes and ensure that correct process is followed by requestor

· Ensure that correct documentation for procurement and contracts are completed and filed to MC standards.

· Regularly contract status reports using the PR Master lists and Contracts Database

· Chair tendering processes as required, ensuring processes are transparent, provide value for money and are properly documented

· Work with Contracts Manager and Mercy Corps Engineers to ensure contract terms are observed by contractors, constantly making follow ups and providing necessary amendments for contracts

· Ensure timely, and accurate payment processing and documentation of consultancy and works contract payments procurements

· Vendors and contractors Prequalification for MC Uganda for construction, and Consultancies ensuring that they meet the required MC Conditions and Legal standards

· Maintain a database of prequalified and contractors used by MC Uganda

· Assist Procurement Officer from time with ongoing procurements

Fleet

· Support the transport Manager as necessary to ensure that vehicle repairs, insurance, and payments are made on time and in accordance with MC policy.

· Provide support in monthly vehicle and fuel reporting as may be required

· Establish preferred supplier agreements for Vehicle maintenance, Insurance, Fuel and Vehicle Kits.

· Participate in hiring and disciplinary measures for drivers.

Asset

· Ensures that procedures outlined in the Mercy Corps Asset Management Manual will be implemented in Mercy Corps Offices.

· Responsible for logging all new Mercy Corps assets in MC Uganda Program in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions;

· Responsible for coordinating with the procurement and finance office in identifying all details of assets such as buying price, ledger reference, PR, PO and GRN number etc. The asset register should be accurate and complete;

· Schedules and conducts physical count of assets on different locations, projects and sites;

· Update the electronic database monthly and provide an electronic copy to supervisor ; A hard copy is printed, signed and filed in the assets folder;

· Ensure all lost, damaged, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;

Security

· Serve as security focal point for Kampala, update and implement security policies appropriate for the local context

· Ensure all national and international staff are well-informed of security policies and procedures, including emergency strategies and evacuation plans

· Train the hired security staff on Mercy Corps Security Standard Operating Procedures

· Submit regular security reports to SOM on occurring incidents and any security issues/concerns

· Provide supervisory support to Security guards, ensuring they are equipped, and are able to carry out their task

Administration

· Oversee the smooth flowing of routine, administrative work of the Mercy Corps Office and program support operation

· Ensure inventory list of all office furniture, stationery and equipments is maintained and updated frequently.

· Directly handle and maintain Lease matrix, ensure all Lease is settled in time, and Agreements renewed.

· Along with HR and Admin officer responsible for the orientation of all new, national staff on Mercy Corps systems, policies and procedures;

· Participate in disciplinary, hiring and termination meetings with program staff upon request;

· Ensure Admin. Systems are implemented as described in the Field Administration Manual.

Others

· Conduct him/herself both professionally and personally in such a manner as to bring positive recognition to Mercy Corps and to not endanger Mercy Corps’ humanitarian mission.

· Other duties as assigned as assigned by supervisor.

KNOWLEDGE AND EXPERIENCE:

  • A BA/S in Logistics, Procurement Management, or any relevant business field.
  • 3-5 years’ experience in Procurement, Logistics and Administration management required.
  • Four years’ experience working in international relief and development in logistics and administration, staff supervision and development, training, team building, finance & administration, donor relations, and inter/intra – agency communications. This includes experience living and working overseas and working in remote conditions.
  • Excellent computer and communication skills
  • Experience managing the development, implementation, administration, and compliance of US Government, ECHO/EC, UN, private foundation, and corporate grants, and related projects.
  • Experience in managing the logistics components of a food distribution program

SUCCESS FACTORS:

The successful candidate will have the following characteristics:

  • A strong team player, with good communication and diplomatic skills.
  • Excellent analytical and information management skills.
  • Good organizational skills and ability to work under stress and in remote locations.
  • Flexible and creative in planning and problem solving.
  • Attention to detail, ability to follow procedures and meet deadlines and work independently and cooperatively with team members.
  • Proven excellence maintaining professional internal and external relationships.
  • A focus on building staff capacity.

How to apply:

Applications: Submit your E-mailed application including a cover letter clearly stating your salary requirements, CV (with 3 referees), and copies of academic qualifications/certificates through the Human Resource Manager tomcjobs@ug.mercycorps.org

Deadline for Submission: Close of business on May 11, 2016 Only short-listed candidates will be contacted by Mercy Corps. Mercy Corps is an equal opportunity employer; female candidates are strongly encouraged to apply**.


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