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Job Title:   Procurement and Logistics Officer

Organisation: Mercy Corps

Duty Station:  Gulu, Uganda

Reports to: Operations Manager

About US:

Mercy Corps is an international non-profit organization which implements high-quality, analytical development programmes in very difficult places. 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.

Job Summary:  The Procurement and Logistics Officer is responsible for all procurement and logistical aspects of Mercy Corps’ operations in the Gulu office. Working closely with Program, Administration and Finance, the Procurement and Logistics Officer is instrumental in supporting program activities and in ensuring effectiveness and efficiency in delivery of services. The Procurement and Logistics Officer will support the operations department to ensure routine procurement and logistical functions are in compliance with Mercy Corps policies and procedures. S/he is responsible for program procurement, fleet, Warehouse and Asset management. The position will most intensively support the FCDO funded Climate Smart Jobs programme being implemented in Northern Uganda with an office in Gulu.

Key Duties and Responsibilities:

Procurement

• 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.
• Prepare the required documentation of supplies and transactions as to MC standards.
• Preparation of status reports on deliveries, 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.
• 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.
• The Procurement Officer is responsible for documenting all committee meeting minutes and decisions and get required approvals.
• 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 in terms of GRNs, Completion Certificates and waybills.
• Support in the MSA and PSA processes, and updating PSA database
• Work with requesters in ensuring services and contracts are delivered according to agreed terms and conditions..
• Draw, check and update Service contract and contract, as well as update the respective databases periodically.

Asset Management

• The Logistics Officer ensures that procedures outlined in the Mercy Corps Asset Management Manual are implemented.
• Responsible for logging all new Mercy Corps assets 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 checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual.
• Provides regular physical count/check of all assets and confirm their status and condition.
• Coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices.
• Update the electronic database monthly and provide an electronic copy to supervisor and Operations Manager; A hard copy is printed, signed, and filed in the assets folder.
• Advises colleagues on guidelines of Mercy Corps asset and equipment use guidelines.
• Ensure all lost, damaged, sold, stolen (or other) items are properly recorded with an approved Disposal of Assets form. Ensure any necessary supplement documentation is completed.
• Assists and coordinates project staff on inventory issues. Assist in providing end of project reports on inventory and equipment lists locations and status.
• Maintain inventories of all Mercy Corps premises (non-expendable properties), conduct regular checks (quarterly), Office and Guest House.

Warehousing

• Follow the Mercy Corps Warehouse Policy and Procedures Guidelines.
• Daily coordination of MC logistical, warehouse and asset management activities.
• Ensure the timely dispatch, delivery of supplies to field offices and project locations.
• Has a full understanding of MC warehouse policies and formats. Assists, as needed in training staff or third parties on these policies and forms.
• In charge of receiving all supplies regardless of whether it was procured or delivered from field locations
• Maintain the inventory and prepare the reports on a daily basis.
• All other activities to ensure the smooth warehouse operation.
• Prepare a report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by the supervisor.
• Display bin cards on each item in the warehouse.
• Maintain physical and electronic copies of inventory, as per formats and forms provided.
• Generate the commodities movement waybills.
• Updates inventory records on all the receipts / issues of inventory items from MC warehouse.

Fleet management

• General management of agency vehicles in Kampala.
• Ensure that all vehicles are safe and road worthy.
• Ensure that all vehicles have proper on-board vehicle documentation.
• Maintain administrative vehicle files for each vehicle.
• Responsible for preparing transport-schedules and ensuring SWAP arrangements between Field Locations are completed, coordinated, and communicated in a timely manner.
• Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of log sheets.
• Schedule vehicles use to meet programmatic and operational needs.
• Oversee and ensure proper use of the vehicles.
• Prepare fuel consumption reports
• Ensure cleanliness of vehicles.
• Organize regular service schedules for vehicles. Maintain vehicle maintenance files.
• Ensure all vehicle repairs are done in a timely manner.
• Track vehicle expenses in accordance with the respective procurement policy.
• File Monthly Vehicle Consumables reports for each vehicle separately.
• Manage drivers’ leave schedules ensuring smooth operation of the fleet.
• Coordinate with Human Resources to ensure proper tracking of drivers HR files.
• Ensure drivers are licensed and trained.
• Participate in hiring and disciplinary measures for drivers.
• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
• Ensure that security incident reports are completed and filed (if related to vehicles).
• Ensure that accident reports are completed and filed.
• Work with drivers on the day-to-day basis on movement plans, fueling, tyre status and service requests per KM reading of service mileage.
• Raise purchase requests for fuel and manage the fuel consumption through the vehicle log consumables sheet, working with gas stations and processing payments. In the same line ensure vehicles are fueled in the presence of Logistics officers or designated staff.
• Prepare weekly movement plans, coordinate with program team to submit these weekly, integrate and share with the team
• The Procurement and Logistics 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;
• Work closely with Operations Manager Kampala to ensure proper support in the area of procurement is being provided to the team members in an efficient and timely manner.
• Other duties as assigned

Finance & Compliance Management

• Ensure compliance with donor and Mercy Corps regulations related to Mercy Corps Field Fleet Management Policy, Field Warehouse Management Policy, Field Asset Management Policy, Field Finance Manual, FP3, 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.
• Report all traffic related security incidents or threats, even if it does not involve agency vehicles to supervisor immediately

Qualifications, Skills and Experience:

• The applicant must hold a Degree in Logistics and Procurement Management is desired
• A professional qualification is an added advantage
• Three years of experience in Logistics and Procurement Management, International NGO experience is an added advantage
• A clear understanding of procurement ethics and donor compliance is essential
• A demonstrated ability to multi-task and process information into action so as to not delay program activities
• Ability to maintain logistics filing system, with strong organizational skills
• 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
• Proven track record of highest personal integrity
• The successful Procurement and Logistics 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 successful candidate will be capable of working under pressure, rapid decision-making, have initiative, drive, and a lot of energy, as well as high emotional intelligence, and proven experience with capacity building.
• Successful Mercy Corps team members have a strong commitment to teamwork and accountability, thrive in evolving and challenging environments, and make effective written and verbal communication a priority.

How to Apply:

All suitably qualified candidates should apply online at the link a below.

Click Here

Deadline: 15^th July 2022

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