Procurement Officer

PROGRAM/DEPARTMENT SUMMARY: 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. GENERAL POSITION SUMMARY: The Procurement Officer is responsible for overseeing procurement aspects of Mercy Corps’ logistic operation.  Working closely with Program, Administration, Finance and Logistics the Procurement Officer is instrumental in supporting program activities through his/her services. ESSENTIAL JOB FUNCTIONS: Daily coordination of MC procurement activities Assist Program and operational personnel in regular procurement planning meetings. Checking Purchase Requests before printing to ensure all necessary information is filled and sufficient for processing Assists staff  as needed on creating clear and understandable purchase requests and other documentation; Has a full understanding of MC procurement policies and formats. Assists, as needed in training staff on these policies; Preparation of tender and preferred supplier documents as assigned by Operations Management Facilitation of tender processes; ensuring distribution and reception documents are signed; coordinating site visits with program management as needed; facilitating bid openings in conjunction with Operations Management Collects quotations and bids from the market for PR-s as assigned by manager – as per Mercy Corps standards and formats; Ensure fair competition and strictly adhere to  MC procurement rules regarding vendor relations as described below: Responsible for update of on-going purchase request masterlist and sending masterlist reports to management. Interact with contractors, in coordination with the Operations Management;  coordinating with Finance department to ensure payments are facilitated in a timely manner Prepare the required documentation of supplies and transactions are completed to MC standards. Ensure goods are received in accordance with Mercy Corps standards. Update Completed Masterlist as necessary; preparation of status reports on procurements for Operations and Program Management and recipient of supplies. Responsible for the maintenance of thorough procurement files as outlined in the MC procurement policy;  Responsible for maintenance of On-Going Contracts, Preferred Supplier and Vendor Databases Assist Operations Management in maintaining and updating preferred supplier network 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 Officer will conduct himself/herself both professionally and personally in such a manner as to bring credit toMercy Corpsand to not jeopardize its humanitarian mission. Other duties as assigned ACCOUNTABILITY: Compliance to Mercy Corps Field Procurement Manual, the MC Code of conduct  for  procurement  activities and MC Conflict of Interest policy. KNOWLEDGE AND EXPERIENCE: Strong organizational skills; ability to interact effectively with international and national personnel. High computer skills on MS Office programs, especially in MS Excel. Capable  to multi-task and process information into action as to not delay program activities. 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 Ability to work as part of a team and coordinate with project personnel Good spoken and written English Computer literate and strong organizational skills