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

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Organization: Mercy Corps
Country: Uganda
Closing date: 02 Nov 2018

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Program / Department Summary

Mercy Corps implements high quality- analytical work in tough environments. We’ve been operating in Uganda since 2006 and currently manage a range of programs in Acholi, West Nile and Karamoja sub-regions with funding from a host of donors. In October 2017, Mercy Corps was awarded a 5 year USAID/ Food for Peace- funded program working in 4 districts in Karamoja (Amudat, Moroto, Kotido and Kaabong), the Apolou Activity. The Activity goal “improved food and nutrition security” has four purposes with cross cutting themes of gender and youth and resilience:

  1. Inclusive and effective governance contributes to food and nutrition security

  2. Improved health and nutritional status of pregnant and lactating women, children under five, and adolescent girls

  3. Improved WASH conditions

  4. Adolescent girls, adolescent boys, women and men access diverse and secure livelihoods through improved capacities and strengthened market systems

Apolou is implemented by a consortium of actors led by Mercy Corps, including Save the Children, Whave Solutions, four local partners (KAPDA, AIDI, NARWOA and Riam Riam) and Tufts University’s Feinstein International Centre (FIC).

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 Moroto 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 USAID Growth, Health, Governance and BRACED X. programs, in particular, implementation of its Karamoja Strategic Investment Fund.

Essential Job Responsibilities

Essential functions

  • Responsible for the daily coordination of Mercy Corps 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 PRs as assigned by manager(s) – as per Mercy Corps standards and formats;
  • Interact with contractors, in coordination with the Programs and Operations departments of Moroto.
  • 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 (KSIF), 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.
  • Sensitize vendors on Mercy Corps procurement procedures and advocate for high levels of integrity.
  • Processing payments for completed procurements ensuring acknowledgement interms of GRNs, Completion Certificates and waybills
  • Support in the MSA and PSA processes, and updating PSA database
  • Work with requestors on in ensuring services and contracts are delivered according to agreed terms and condition
  • Draw, check and update Service contract and contract, 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 Line Manager.

Finance & Compliance Management

· Ensure compliance with donor and Mercy Corps regulations related to Mercy Corps Field Procurment Manual and Conflict of Interest Policy.

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.

Supervisory Responsibility

Accountability

Reports Directly to: Operations Manager

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.

· 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 Moroto, Uganda. The region is secure with access to most basic amenities.

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.

How to apply:

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, 02nd November, 2018. 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.

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