Mercy Corps Procurement and Logistics Officer-Vacancies in Uganda

Mercy Corps Procurement and Logistics Officer-Vacancies in Uganda


About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.

In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.

Now, and for the future.

Program / Department Summary

Mercy Corps exists to alleviate suffering, poverty and oppression by helping people build secure, productive and just communities. Mercy Corps’ work emphasizes community-led, market-driven interventions through public, private and civic sector partnerships.

After more than a decade of operation in Uganda, the Mercy Corps country team has differentiated itself as a forward-thinking, market-driven agency, having implemented or currently implementing nearly 40 programs, valued at over $141 million, changing the lives of over 2.5 million Ugandans and refugees.

In Uganda, some of our donors include USAID, SIDA, DFID, WFP, US Department of State; MasterCard Foundation, and ECHO, with over 20 programs and projects currently in operation in 30 districts.

General Position Summary

The Procurement and Logistics Officer will be responsible for the overall Procurement & Logistics management of Gulu Office. The incumbent will be in charge of procurement, asset management and fleet management. S/he will make sure that all programs in the field are fully supported timely and accurately in all type of logistics needs.

S/he is the key person for all the Gulu Operations arrangements and coordination.

Essential Job Responsibilities

Procurement:

  • Has a full understanding of MC procurement policies and formats. Provide training to staff on these policies;

  • Enforce proper use of procurement ceilings and approval procedures.

  • Ensure that Mercy Corps’ procurement activities are legal and moral.

  • Support Program and Operational personnel in regular procurement planning meetings.

  • Obtain quotations and bids from the market for PRs as per Mercy Corps standards and formats;

  • Interact with contractors, in coordination with the Program.

  • Ensure required documentation of transactions are completed to MC standards.

  • Maintain and update Procurement PR Master list

  • Track all outstanding commitments in the area of operations.

  • Coordinate with the Finance Department to ensure that payments to vendors are made on-time and without any unnecessary strain on the financial systems of MC.

  • Keep Supplier Database up to date.

  • Ensure appropriate segregation of duties in the procurement cycle is practiced and observed at all times.

    Fleet Management:

  • Reads and has a clear understanding of the Mercy Corps Fleet Management procedures.

  • Ensure that all vehicles are safe and road-worthy and that all vehicles have proper on-board vehicle documentation. Maintain administrative vehicle files for each vehicle.

  • Continuous tracking of vehicle log-sheets; responsible for monthly compilation of fuel consumption and vehicle monthly expense report.

  • Schedule vehicle use to meet programmatic and operational needs.

  • Maintain vehicle movement board daily.

  • Oversee and ensure proper use of the vehicles.

  • Ensure vehicle key management are up to MC standards.

  • Manage fuel consumption purchase and tracking including coordination with gas station(s)

  • Organize cleaning of vehicles and motorcycles.

  • Organize regular service schedules for vehicles and maintain service schedule files.

  • Ensure major repairs are done in a timely manner.

  • Track vehicle expenses in accordance with the respective procurement policy.

  • File Monthly Vehicle Consumables sheet for each vehicle separately.

  • Manage drivers’ leave schedules ensuring smooth operation of the fleet.

    Asset Management:

  • Has a clear understanding of the Mercy Corps Asset Management Manual and all procedures;

  • Ensures that procedures outlined in the Mercy Corps Asset Management Manual are implemented and observed at all times.

  • Ensure all new Mercy Corps assets in the field office are registered, tagged, issued to custodians, regularly tracked and disposed of.

  • Regularly checks the condition/status of all assets in the field office.

  • Ensures the electronic database is updated monthly and provide an electronic copy to supervisor; a hard copy is printed, signed and filed in the assets folder;

    Security:

  • Act as the security focal point for the field office, and implement security policies appropriate
    for the local context

  • Regularly update Security Bulletin Board

  • Ensure all national and international staff are well-informed of security incidents, and those incidents are acted upon in a timely fashion

  • Inform all staff on existing security related policies, including but not limited to emergency strategies and evacuation plans

  • Train newly hired staff on Mercy Corps Security Standard Operating Procedures

  • Perform other duties as assigned by the supervisor

    Finance & Compliance Management

  • Ensure compliance with donor and Mercy Corps regulations related to food security programming.

    Security

  • Ensure compliance with security procedures and policies as determined by country leadership.

  • Proactively ensure that team members operate in a secure environment and are aware of policies.

    Organizational Learning

  • As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.

    Accountability to Beneficiaries

  • Mercy Corps team members are expected to support all efforts toward accountability, specifically
    to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

    Accountability: Accountable to all Mercy Corps policies and regulations as established by HQ and Mercy Corps Uganda
    Reports Directly to: Head of Office, Gulu

    Supervisory Responsibility: Drivers
    Works Directly with: Operations, Administration, Finance, and Program Leaders and Team Members with a strong dotted line to Operations Director in Kampala

    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.

    Knowledge and Experience

  • The ideal candidate has Bachelor’s Degree in Procurement and Logistics Management, Business Administration, or a closely related field with international NGOs is an asset.

  • At least three years’ experience in field operations with strong organizational skills, ability to maintain the procurement and logistics filing system, ability to interact effectively with international and national personnel,

  • Computer literacy i.e. proficiency in Microsoft Office and experience with using email.

  • Excellent English oral and written skills, knowledge of Local language is an advantage

  • Proven ability to solve problems independently without supervision

    Success Factors

  • The Successful Procurement and Logistics Officer will combine exceptional management skills and experience in building and maintaining relationships.
  • S/he will have an ability to think creatively about operationalizing and improving the Procurement and Logistics function of the field office.
  • S/he will have proven experience with cross-cultural team and capacity building, individual staff development and strong mentoring skills. Multi-tasking, prioritizing, problem solving and simultaneous attention to detail as well as strategic vision are essential.
  • The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations. A good sense of humor and the ability to learn from mistakes also goes a long way!

    Mercy Corps team members represent the agency both during and outside work hours. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all locations.

    How to Apply:

    Submit your online application addressed to the Human Resource Director-Mercy Corps Uganda by clicking on the following link Mercy Corps Procurement and Logistics Officer-Vacancies in Uganda .

    Clearly state your salary requirements on the cover letter, attach your CV (with 3 referees), and copies of academic qualifications/certificates.

    Deadline for Submission: Close of business on Wednesday, 20th February, 2019.

    Only short-listed candidates will be contacted by Mercy Corps. Mercy Corps is an equal opportunity employer; qualified female candidates are strongly encouraged to apply.

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