The Ugandan Jobline

• Daily coordination of Mercy Corps procurement activities;
• Have a full understanding of Mercy Corps procurement policies and
  formats. Assists, as needed in training staff on these policies including
  field staff.
• Assist Program and operational personnel in regular procurement
  planning meetings.
• Assists staff as needed on creating clear and understandable
  purchase requests and other documentation;
• Along with Operations Manager, coordinate all MC tenders and tender
  processes ensuring transparency, competitiveness and compliance to Donor
  regulations.
• Be the facilitator to the contracts committee ensuring all processes
  and committee meetings are documents, transaction documents properly
  reviewed, approved and filed in accordance with standard operating
  procedure.
• Collects quotations, pricelists and bids from the market for to
  facilitate procurements as per Mercy Corps standard operating procedures
  and policies.
• Prepare weekly and monthly procurement movement reports (PR status
  updates, PR master list and ongoing PR master list) and submitted to the
  relevant supervisor for reporting.
• Ensure proper use of procurement paperwork including Purchase
  Request, Request for Quotations, purchase Order, Bid Analysis and Payment
  Request.
• Interact with service providers, contractors, and other partners in
  coordination with the Program & Supervisor to ensure relationship is
  managed;
• Prepare and ensure that the required documentation of supplies and
  transactions are completed to MC standards.
• Providing of status reports on procurements to respective programs,
  deliveries for purposes of reporting and tracking procurements as well as
  expenditure.
• Maintenance of thorough procurement files as outlined in the MC
  procurement policy;
• Ensure all the time that the PR linked database is properly
  maintained in computer and the hardcopy files match the database softcopy.
• Orient all Mercy Corps employees to Procurement procedures under the
  direction of the Operations Manager.
• Enforce proper use of procurement ceilings and approval matrix.
• Coordinate with the Finance Department to ensure that payments to
  vendors are made on-time and without any unnecessary strain on the
  financial systems of MC in cooperation with the Operations Manager With
  the Operations Manager, ensure that all Mercy Corps’ procurement
  activities are legal and moral.
• In cooperation with financial management staff, help to ensure
  compliance with established financial management rules and procedures for
  all MC procurement and personnel.
• Maintain a file on market prices for commonly bought items, and
  continuously review for any changes in market prices.
• Maintain current and orderly files of all procurement activities in
  with assistance from the Procurement Assistant.
• Support in establishment of Master Supplier agreements, especially
  for commonly used items, with interval reviews for any market changes

• Along with warehouse in charge, see that all activities associated
  with the delivery and receipt of goods/commodities from internal or
  external vendors to the office and to different planned field locations
  are properly done.
• Coordinate with the Warehouse on delivery of items including
  completion of Goods Received Notes, storage of items and transfer of items
  to field sites.
• Assists with asset management. Identify assets during the course of
  procurement, receive and track entry of all procured assets into the
  required tools, and always notify the Asset Controller on receipts of
  assets.
• Maintain strict adherence to MC and relevant donor Asset and
  warehouse policies and procedures
• Adhere to proper goods receiving, storage and warehousing
  procedures.
• Complete required and customary documentation for shipments to
  Uganda such as waybills, bills of lading, customs declarations.
• With the warehouse in charge, ensure proper storage of supplies
  including commodities and Assets with irregularities immediately reported
  to the relevant authorities
• All other activities to ensure the smooth and consistent delivery of
  goods and supplies to offices and/or distribution points.

• All Operations files must be clearly maintained. These files must
  always be updated, organized, clearly marked, and complete. These will
  include, but will not be limited to:
• Manuals documentation, receipts and other important documents
• All vehicles’ files must be properly and clearly filed at all time
  and easily accessible
• All incidents, procurement related, supplier related reports are
  captured and properly filed.
• 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
• Any other duties as may be assigned.

• The applicant must hold a Degree in Logistics and Procurement
  Management. (with international NGOs is an asset)
• Four years of experience in logistics and procurement with strong
  organizational skills, with one year of supervisory experience.
• Ability to maintain the procurement and logistics filing system,
• Ability to interact effectively with international and national
  personnel
• Adaptability to unanticipated circumstances,
• Microsoft Office computer skills and experience with using email.
• Ability to communicate in English.
• Proven ability to solve problems independently without supervision

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