Procurement Assistant (Applications will only be accepted if submitted through the link provided)

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Program / Department / Team

The Procurement Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the purchase of goods and services. The overriding objective for all Mercy Corps procurement activity is the prompt and effective provision of materials and services to Mercy Corps’ beneficiary populations in compliance with donor specifications.

The Position

The Procurement Assistant is responsible for facilitating the procurement aspects of Mercy Corps’ operation.  Working closely with Program, Administration, Finance and Logistics the Procurement Assistant is instrumental in supporting program activities through his/her services.

Essential Responsibilities

• Daily coordination of MC procurement activities
• Printing Purchase Requests (PRs) in coordination with Operations Management and Procurement Coordinator; ensuring that PR is given to originator for appropriate signatures
• Assists in preparing tender documents
• Assists in preparing contract drafts
• Has a full understanding of MC procurement policies and formats.
• Collects quotations and bids from the market for PR-s as assigned by manager – as per Mercy Corps standards and formats;
• Interact with Vendors during collection of quotations
• Ensure fair competition and strictly adhere to  MC procurement rules regarding vendor relations
• Interact with vendors, in coordination with Operations Management; coordinating with Finance department to ensure payments are facilitated in a timely manner
• Update on-going masterlist with all assigned purchase requests
• Ensure goods are received in accordance with Mercy Corps standards.
• Prepare the required documentation of supplies and transactions are completed to MC standards.
• Preparing payments for all assigned procurements.
• File completed transactions as necessary
• Assist the Operations management and office staff with procurement activities, as required;
• Assists Operations Management with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.
• 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 humanitarian mission.
• Other duties as assigned

Supervisory Responsibility

None.

Accountability

Reports Directly To: Procurement Coordinator

Works Directly With: Program and Operations Staff

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• Degree in a relevant business field is desired.
• Minimum 1 year experience in supply chain management; international business or related field.
• Strong organizational skills;
• Ability to interact effectively with international and national personnel.
• Good oral and written English skills.
• Good computer skills on MS Office programs, especially in MS Excel.
• 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. 

Success Factors

• Conscientious with an excellent sense of judgment
• Ability to work simultaneously on multiple tasks
• Willingness and ability to work effectively with a wide variety of people
• Excellent interpersonal skills
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English
• Computer literate and strong organizational skills.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.