Procurement Officer

About Mercy Corps

Mercy Corps has been present in Ethiopia since 2004 working to drive bold and transformative ideas, working closely with government, the private sector and civil society actors to build a more resilient country, ensuring that programs are responsive to and influenced by participants and stakeholders. With the launch of Mercy Corps Global Strategy, Pathway to Possibility, the country office is poised to operationalize its three-year strategy with a vision to enhance the resilience of climate- and conflict-affected communities through market systems development for improved livelihoods, access to food, and safe and clean water to thrive in the face of crises. In Ethiopia, our strategy focuses in the four outcome areas: 1) Economically marginalized populations have improved and diversified livelihoods, income, and assets; 2) Pastoralists, farmers, and households have access to sustainably produced, safe, nutritious food; 3) Social cohesion and inclusive governance processes are built in crisis-affected communities; and 4) People have equitable, sustained access to clean water and sanitation for domestic and productive use. Currently, we operate in six regional states Afar, Gambella, Oromia, Somali, Amhara and South Ethiopia. Working with a diverse base of donors that includes United States Agency for International Development (USAID), European Union, GAC, Hilton Foundation, United Nations (UN), JOA, Sweden, EKN, and other foundations, Mercy Corps Ethiopia empowers people to recover from crisis, build better lives and transform their communities for good.

Position Title: Procurement Officer

Duty Station: Dollo Ado

Open Position: 1

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

Reporting to The Procurement Manger, the Procurement Officer is responsible for the timely procurement of goods and services for all Mercy Corps field offices in Ethiopia. Working closely with Program, Administration, Finance and Logistics the Procurement Officer is instrumental in supporting program activities through his/her services.

Essential Job Responsibilities

• Need to have full understanding of Mercy corps, Donor and standard procurement policies and procedures and donor procurement regulations;
• Procure goods and services in accordance with Mercy Corps policies and donor regulations and within the minimum timeframes (lead-time) in a transparent, accountable, and cost effective manner; and facilitate the timely and efficient supply of goods and services.
• Assists staff as needed on creating clear and understandable purchase requests and other procurement documentation.
• Track purchase request and ensure timely purchases including maintaining current and orderly files of all procurement activities.
• Distribute request for quotations/invitation to tender and bid documents for suppliers and
• Obtain Performa invoices as per the specifications on the PR.
• Prepare Purchase requests, Invitation to tenders, Quotation Analysis, Note to File, Purchase Order, Payment Requests, Service contracts, Purchase Agreements, Consultancy Agreement Frame work Agreement/Master Agreements as required.
• Proactively coordinate the tendering process for both goods and services, ensuring that the process follows best practice and Mercy corps tender policies;
• Coordinate the procurement of the overseas purchased goods/services and assist and facilitate any import/export activities.
• Maintain proper procurement files guarantee the confidentiality of all specifications and price quotations made by the supplier.
• Support in the bids Evaluations/ analysis for all purchases(goods/services);
• 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.
• Prepare payment requests as required and ensure the necessary documents are attached for payments.
• Follow up payments are made on time for suppliers or service providers.
• Ensures timely and safe delivery of items/ goods to the warehouse with proper documentation and coordinate with the storage and transfer of items to field sites.
• 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/market assessment in order to get the best price and quality material.
• Keep records of supplier database 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;
• Ensure MC, Donor and Government supply chain procedures are adhered to while purchasing goods/ services required by MC.
• Ensuring all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order;
• Work with the procurement committee as per MC Supply Chain Policy to source suppliers.
• Coordinate with Procurement Manager on procurement planning and budgeting;
• Tracking in-coming shipments of ordered goods, reviewing completeness and accuracy of shipping and confirming timely arrival of the right quantity and quality of delivered consignments;
• Maintain up to date records for all procured goods and services, including CN/SOW and supporting documentation: purchase requisitions, quotations, bid evaluations, purchase orders, due diligence checks/reference checks, Tender summary and related documents.
• Assist in the drafting framework agreements and other related agreements for preferred suppliers or service providers.
• Participate in preparing prequalification documents and appraising prequalified suppliers.
• Flexibility in supporting any other units in case the officer assigned is away on leave,
• Assist on driving MC vehicles for duties other than procurement and undertake field assignments when assigned by the Supervisor.
• Maintain vehicle log-sheets; Keep vehicle Equipment, tools, spares safely. Keep the vehicle clean and report needs and problems to Transport Officer while driving.
• 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;
• Other duties as assigned.

Compliance

• Ensure that Mercy corps, Donor and Government procurement policies are addressed while procuring;
• Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.
• Promptly inform the Procurement Manager of any areas of concern of potential or suspected violations of policies and procedures.

Documentation and Reporting

• Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible.
• Prepare monthly & weekly Purchase Request status report and consolidate all Purchase Request g from Country field office reports. Share report to Procurement Manager and other internal departments as required.
• Analyze Purchase Request Tracking in order to ensure that all procurement is carried out efficiently and in a timely manner.

Training & Outreach

Attend online trainings of Mercy corps as required and develop capacity

Finance & Compliance Management

Ensure compliance with donor and Mercy Corps regulations related to procurement

Influence & Representation

• Communicate effectively to ensure overall project targets and donor obligations are met.
• Represent Mercy corps in a professional manner.

Knowledge and Experience

• Degree in Purchasing and Supplies Management, Management, Accounting or any related field and four years work experience in Procurement and Logistics position
• Good computer skills (especially Microsoft Excel, Word, and Outlook)
• Proficiency in English languages
• Willingness and ability to perform other duties as assigned

Success Factors

• Demonstrated cultural sensitivity and appropriate flexibility.
• Emotional maturity and physical stamina.
• Excellent organizational skills with ability to successfully manage multiple tasks.
• Responsible and trustworthy.
• Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills; team oriented
• Demonstrated ability to work effectively with diverse group of people.
• Good communication skills, written and oral are required.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps;

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.

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

Gender, Equality, Diversity, and Social Inclusion

• Understand and be aware GDI related priorities of the country office and contribute to the realization of priorities (continually work to understand and be aware of the gender diversity and inclusion priorities of the country office and contribute to the execution)
• Promote gender equal and inclusive workplace culture in day-to-day interaction with team members, partners, and program participants.

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.
• Team members are expected to conduct themselves professionally and respect local laws, customs, and MC's policies, procedures, and values at all times and in all in-country venues.

Influence and Representation

• Identify, build, and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments, and other stakeholders.
• Communicate effectively to ensure overall project targets and donor obligations are met.

Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment.

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.

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 worlds 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 toMercy Corps Code of Conduct Policiesand values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

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.