Procurement Officer US Non-profit Jobs – Mercy Corps

Organization: Mercy
Duty Station: 
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 Yumbe 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 programs funded by European donors to support refugees
and host communities in Northern Uganda. The position is to provide support to
activities and offices in Arua, Adjumani, Rhino Camp.
Key Duties and Responsibilities: 
  • Responsible for the daily coordination of Mercy Corps Program
    procurement activities;
  • Ensure that Mercy Corps procurement policies and formats are
    properly used.
  • Contribute to the overall program planning and implementation
  • 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 –
    as per Mercy Corps standards and formats;
  • Interact with contractors, in coordination with the Programs and
    Operations departments of Yumbe.
  • 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 and
    services to respective MC Uganda field offices in coordination with the
    field based logistics officers.
  • Interacts with suppliers according to MC standards.
  • Compliance checks in relation to Procurement manual and Donor
    requirement, (RPS On-Demand, segregation of duties, Referencing, AAM,
    Donor waivers, etc)
  • Facilitate Procurement Committee meetings 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
  • Assists Procurement Management with asset management. Identify
    assets during the course of procurement and notify the Asset Controller on
    receipts of assets.
  • Manage the PR Master list for Yumbe and make updates, on an ongoing
  • 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 Vendor database with all relevant details, legal
    status, tax clearance status, etc
  • Conduct site visits for construction related procurements in
    collaboration with Engineers and other Program staff to verify services
    performed, 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 are
    completed by relevant staff.
  • Complete Master Service Agreement (MSA) tenders and processes, and
    update the MSA database
  • Work with requestors on in ensuring services and contracts are
    delivered according to agreed terms and condition
  • Ethics and integrity: All Mercy Corps staff are expected to behave ethically and
    demonstrate highest integrity in their professional and personal life.
    Mercy Corps has zero tolerance to any form of fraud, corruption, abuse,
    harassment or exploitation. Any breach of our policies or misconduct will
    lead to disciplinary action or may lead to termination.

Qualifications, Skills and Experience: 
  • The ideal candidate for the Mercy Corps Procurement Officer job
    should hold a Bachelor’s Degree in Procurement and Logistics Management or
    a closely related field.
  • At least 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
  • 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
  • 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 the local
    language is an added advantage.
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 Human Resource Director, Mercy
Corps Uganda to: Applications can also be hand
delivered to Mercy Corps Yumbe Field Office located on Plot 1, Diku Village,
Chinia Village.        
Deadline: 1st February 2019
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