Procurement Assistant

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

ESSENTIAL JOB FUNCTIONS:

Procurement:

•  Assists staff as needed on creating clear and understandable purchase requests.

• Record purchase requests which is approved and forwarded to the procurement department on the open/ongoing procurement status report sheet and update the status daily; and send status report weekly to the supervisor;

• Prepare Purchase requests, RFQ/Invitation to tenders, Quotation/bid Analysis, Note to File, Purchase Order, Payment Requests, Service contracts, Purchase Agreements, Consultancy Agreement Preferred Supplier Agreement as required and assist on the preparation of tender document.

• Distribute request for quotation/Invitation to bid/tenders or call for proposal to potential suppliers/companies; and collect quotation as required.

• Ensure that bid box is sealed and ready for bidders to put sealed bid documents for tenders; and ensure that bid distribution and submission register is documented.

• Organize bid opening and participate on the bid opening process as required.

• Review quotations collected by MC Procurement Department and prepared bid analysis (documentation outlining costs and vendors); and get signature of committee members and approval of budget holders.

• Ensure that all required procurement documents are attached for payments based on the procurement checklists; and follow up approval of Payments by budget holder and review of documents by finance.

• Follow up that payment request is submitted to finance for check/payment and that payments are done on time for suppliers.

• Record all completed procurements on PR Master list and verify accuracy according to specifications outlined on the PR and send report to supervisor on the 5^th of the next month.

• Assist procurement team in copying and scanning of procurement documents as required.

• Assist on customs clearing process and facilitate delivery of imported goods.

• Keep records of supplier data base and maintain files of current market prices for commonly bought items.

• Carry out price surveys and maintain price list for routinely purchased items from preferred vendors and ensure prices charged by the suppliers are the market prices.

• Coordinate vendor performance management review using the approved MC tools and participate in decision making based on the evaluation.

• Remain informed about sources of supply, methods, services, and materials and interact with Vendors during collection of quotations and represent mercy corps in a professional manner.

• 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.

• 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.

• Identify potential, credible and competent vendors for MC and maintain contacts with suppliers and conduct price comparison in order to get the best price and quality material.

• Guarantee the confidentiality of all specifications and price quotations made by the supplier.

• 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 in country of operation.

Safety and Security

•  Comply Mercy corps security procedures and policies as determined by country leadership.

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 communities as equal partners in the design, monitoring, and evaluation of our field projects.

• Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and also donor policies and procedures.

•  Perform other duties as assigned by immediate supervisor

• 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.
• Flexibility in supporting any other units in case staff assigned is away on leave, official duty, overwhelmed by sudden increase in order requests or during normal duty rotation.

Expected deliverables:

• Maintain full and accurate filing of purchase requests daily.

• send procurement status report weekly.

• Compile monthly closed procurement reports sent from field offices; and provide closed procurement reports to procurement Manager every end of the month.

• Make sure all monthly PALM reports sent from field offices are combined together and submitted to the Procurement Manager.

Qualifications

•  Knowledge of supply chain management
• Degree in supplies Management or related fields
• Six months-One year experience in the sector
• Competent in spoken and written English
• Competent use of PC especially spreadsheets (format/sort/filter)

Personal Characteristics:

• Strong sense of personal integrity.
• Attention to detail.
• Ability to meet deadlines
• Willing to learn and develop personal capacity

• 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