03 May 2017

Entry Level Procurement Assistant Career Jobs - Mercy Corps

Job Title:     Procurement Assistant  
Organisation: Mercy Corps
Duty Station: Kampala, Uganda
Reports to: Program 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. Donors include the United States Agency for International Development (USAID), DFID, Mastercard Foundation, WALMART Foundation, Coca Cola Africa Foundation, US Depart of State (DOS) /PEPFAR, ECHO and Nike Foundation.

About Program:
Mercy Corps is starting a new program in consortium with four other international NGOs in Bidibidi, Rhino Camp and Palorinya settlements in the sectors of livelihoods (agriculture, income generating activities, VSLAs, and cash transfers); WASH (access to water and sanitation infrastructure and hygiene promotion); child protection (child friendly spaces, case management and other support), education (accelerated learning programs with links to livelihoods) and general protection and GBV (GBV promotion, male role models, case management and other support) to reach over 65,000 beneficiaries in these areas.

Job Summary: The Procurement Assistant is responsible for conducting procurement activities under the supervision of Senior Procurement Officer. Working closely with Program, Finance and Logistics, the Procurement Assistant is instrumental in supporting program activities through his/her services.

Key Duties and Responsibilities:  
  • Ensure daily coordination of MC procurement activities;
  • Has a full understanding of MC procurement policies and formats. Assists, as needed in training staff on these policies;
  • Support the program and operational personnel in regular procurement planning meetings.
  • Supports staff as needed on creating clear and understandable purchase requests and other documentation; advise on specifications and PR estimates
  • Collects quotations and bids from the market for PR-s as assigned by manager – as per Mercy Corps standards and formats;
  • The incumbent will also interact with Vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms.
  • Maintain procurement reporting through master lists.
  • Conduct market surveys for frequently purchased items in relation to PSAs.
  • Actively participate in Supplier information verification, due diligence, workshop visits.
  • Keenly monitor the tracker for long term contracts: Leases, Internet, PSAs.
  • Tasked with handling Procurement filing for both electronic and hard copy cocuments.
  • Submitting payment requests for completed procurements and manage vendor payment related inquires and communication both internal and external.
  • Manage minor repairs at residences and office ( Plumbing, electrical and general)
  • Prepare the required documentation of supplies and transactions are completed to MC standards.
  • Support the management and office staff with procurement activities, as required;
  • Assists asset controller with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.
  • Assist warehouse focal person with the preparing of GRN, visit filed for verification of deliveries of program material,
  • Assist Admin in dispatch of Program material and equipment to respective field Offices- Prepare relevant tracking documentation.
  • Ensure quality and quantity ordered material and service on behalf of warehouse. The Procurement Assistant will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its development mission.
  • Ensure fair competition and strictly adhere to MC procurement rules regarding vendor relations as described below:
    • Always accord prompt and courteous reception and fair and equal treatment to all vendors/suppliers and their representatives.
    • Provide equal opportunity for vendors/suppliers to make price and specification quotations.
    • Guarantee the confidentiality of all specifications and price quotations made by vendors/suppliers.
    • Decline to take advantage of vendors/suppliers’ errors, and show consideration for vendors/suppliers’ difficulties by co-operating with them whenever possible.
    • Avoid subjecting vendors/suppliers to needless expense or inconvenience when requesting quotations or returning goods.
    • Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals.
    • Remain scrupulously free of obligations to any vendor/supplier.
    • Remain informed about sources of supply, methods, services and materials and encourage vendors/suppliers to test and develop improved or expanded products and services.
    • Inform vendors/suppliers about current and anticipated requirements.

Qualifications, Skills and Experience: 
  • The applicant for the Mercy Corps Procurement Assistant job opportunity should preferably hold a University Degree in Procurement, Logistics or Supplies Management from a recognized Institution.
  • At least two to three years’ experience in supply chain management; 
  • Strong organizational skills; ability to interact effectively with international and national personnel.
  • Excellent oral and written English skills. Computer skills on MS Office programs, especially in MS Excel.
  • Proven ability to multi-task and process information into action as to not delay program activities.
  • Broad knowledge and understanding of procurement ethics and donor compliance is essential.

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:  5th May 2017

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