Procurement Officer US Non-profit Jobs – Mercy Corps

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Job Title:          Procurement
Officer
Organization: Mercy
Corps
Duty Station: 
Uganda
Reports to: Operations
Manager
About US:
Mercy Corps is an
International NGO that exists to alleviate poverty and oppression by helping
people build secure, productive and just communities. Mercy Corps has been
fully registered in Uganda as an operational NGO. Currently Mercy Corps has an
office in Kampala and is implementing Food Security programs which comprise of
Water and Sanitation, Livelihood and Agriculture and Conflict Mitigation
Management Program in North and North Eastern Uganda. We implement programs in
the northern districts of Pader, Kitgum, Agago, Lamwo, Kaabong, Abim and Kotido
with funding from USAID, USDA, Walmart Foundation, SDC, DFID as well as other
private donations.
Job 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.
Key Duties and Responsibilities: 
·        
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
Procurement 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.

Qualifications, Skills and Experience: 
·        
The ideal
candidate must hold a Bachelor’s Degree in Procurement and Logistics Management
or a closely related field.
·        
Three years
of 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.
How to Apply:
All suitably
qualified and interested candidates should send their E-mail applications
including a cover letter clearly stating the salary requirements, updated CV
(with three professional referees), and copies of academic
qualifications/certificates addressed to the Senior HR and Legal Manager, Mercy
Corps Uganda to: ug-mcjobs@mercycorps.org
Deadline: 2nd November 2018
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