Job Title: Procurement Officer
Organisation: Mercy Corps
Duty Station: Kampala, Uganda
Reports to: Senior Operations Manager
Mercy Corps is a leading global relief and development agency saving and improving lives in the world’s toughest places. In more than 40 countries, we partner with local people to put bold ideas into action, help them overcome adversity and build stronger communities. We help communities survive and move beyond emergencies. When natural disasters strike, economies collapse or conflict flares, Mercy Corps is there. Working with communities, we leverage local logic to help people transform their lives to grow more food, earn higher incomes and ultimately advocate for their needs. We see global challenges as an invitation to pioneer innovative, sustainable solutions.
Job Summary: The Procurement Officer will primarily be 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. The incumbent will also provide direct Operational support to the field offices from time to time basing on the requirements and functions as below.
Key Duties and Responsibilities:
- 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.
- Manage the 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
- The incumbent will chair tendering processes as required, ensuring processes are transparent, provide value for money and are properly documented
- Work in liaison 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
- Responsible for 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
- Support the Procurement Manager from time with ongoing procurements
- Support the Transport Manager as necessary to ensure that vehicle repairs, insurance, and payments are made on time and in accordance with MC policy.
- Offer technical support in monthly vehicle and fuel reporting as may be required
- Establish preferred supplier agreements for Vehicle maintenance, Insurance, Fuel and Vehicle Kits.
- Actively participate in hiring and disciplinary measures for drivers.
- 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;
- 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
- Prepare and 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
- 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;
- Actively participate in disciplinary, hiring and termination meetings with program staff upon request;
- Ensure Admin. Systems are implemented as described in the Field Administration Manual.
- 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.
Qualifications, Skills and Experience:
- The ideal candidate for the Mercy Corps Procurement Officer career opportunity should hold a BA/S in Logistics, Procurement Management, or any relevant business field.
- At least three to five years’ experience in Procurement, Logistics and Administration management required.
- A minimum of 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.
- Previous exposure and experience in managing the logistics components of a food distribution program
- A strong team player, with good communication and diplomatic skills.
- Excellent analytical and information management skills.
- Excellent organizational skills and ability to work under stress and in remote locations.
- Flexible and creative in planning and problem solving.
- Keen 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:
All suitably qualified and interested Ugandan candidates should send their applications including a cover letter clearly stating the salary requirements, updated CV (with three professional referees), and copies of academic qualifications/certificates to the Human Resource Manager, Kampala Head Office on 4th Floor Embassy Plaza, Plot 1188-1190 Ggaba Road. The E-mail applications with cover letter should be sent to: firstname.lastname@example.org
Deadline: 11th May 2016
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