Procurement Manager at Mercy Corps

General Position Summary

The Procurement Manager will be responsible for supervising all purchases of goods, services and works of Mercy Corps’ Country program. S/he will train and oversee a team, while ensuring that a support strategy for healthy, robust, and integrated systems is in place.

Essential Job Responsibilities

STRATEGY & VISION

• Analyze the procurement team set up in every office. Propose adjustment; recruit and train staff accordingly to guarantee a high performing and professional team is in place.
• Develop / improve the management tools necessary to make optimal decisions.
• Provide senior leadership with the data and analysis necessary to make optimal decisions.
• Analyze and propose changes to procedures base on needs and risk management.
• Orientate procurement staff and provide service-oriented training to enable work with other non-procurement staff effectively.

PROCUREMENT MANAGEMENT

• Provide direct support to and ensuring that all MC Nigeria offices high standards in procurement.
• Ensure that the procurement Team and all relevant employees have correctly assimilated and applied the new field procurement policies and procedure FP3.
• Provide training to staff on this news policies (or refresher training as necessary)
• Assist Program and operational personnel in regular procurement planning meetings.
• Work closely with program managers; Operations director and operations Managers to develop / update policies, procedures and set up better adapted to procurement for emergency programs.
• Lead the implementation of market surveys in all locations where Mercy Corps operates.
• Maintain file on market prices for commonly bought items.
• Organize proper filing of the procedure related documentation according to mercy corps standards.
• Maintain a comprehensive dashboard for procurement to ensure follow-up and analysis is updated on a weekly and monthly basis.
• Engage with program managers for the development and regular updating of procurement plans for each project.
• Regularly produce purchase status and completed purchases reports using the Ongoing PR Master List and PR Master List
• Maintain a comprehensive dashboard for procurement; to ensure good planning of all updates on weekly and monthly basis.
• Ensure ongoing communication with the different departments to ensure a good planning of all purchases in a collaborative and respective manners.
• Ensure maximum use of Master Agreement and yearly renewal of these agreements.
• Ensure that Mercy Corps’ procurement activities are legal and moral.
• Establish MSA&MPAs supplier agreements for commonly used items.
• Ensure all contracts and contractual terms are respected by supplier and mercy corps and respect local legislation.
• Ensure all tenders are done in accordance with procedure and archived according to mercy corps procedures.

 TEAM MANAGEMENT

• Provide team members with information, tools, and other resources to improve performance and reach objectives.
• Provide direct support to ensure that all MC Nigeria offices meet minimum standards in procurement management.
• Guide and supervise the team according to the performance revealed in the dashboard.
• Create and sustain a working environment of mutual respect where team members strive to achieve excellence.
• Promote accountability, communicate expectations, and provide constructive feedback via regular performance reviews.
• Supervise, hire, and orient new team members as necessary and provide full orientation for the newly hired team members.
• Review job description as necessary and include performances indicators. Conduct annual performance evaluation.
• Develop and implement KPIs for the procurement team.
• Ensure training and capacity building for procurement team members in order to increase the level of technical ability and skills within the department.
• Contribute to country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.
• Implement a management dashboard to provide accurate data on the department’s performance and proposals as well as implement changes.

FINANCE & COMPLIANCE MANAGEMENT

• Ensure compliance with donor and Mercy corps regulations.
• Uphold Mercy zero tolerance policy to corruption.
• Provide training to program team members on procurement compliance procurement tools use.

INFLUENCE & REPRESENTATION

• Represent Mercy Corps to the relevant external meeting.
• Consult with other NGOs to identify the best potential suppliers and providers.
• Communicate effectively to ensure overall project targets and donors’ obligations are met.

Supervisory Responsibility: Directly supervises all Procurement team members/staff in Mercy Corps Nigeria

Accountability

Accountable for following Mercy Corps Field Procurement Manual FP3, the Mercy Corps Code of conduct regarding procurement activities and MC Conflict of Interest policy.

Reports Directly To: Director of Operations

Works Directly with: Field managers, Program Managers, Finance Manager, HR Manager, Operations Coordinators, all Operations team as required.

Knowledge and Experience

• BA/BS Degree in supply chain management and/ or international business in a relevant business field.
• 5+ years of experience sitting up managing procurement systems with INGOs with supervisory responsibilities.
• Demonstrated understanding of a complex environment. Related security concerns and appropriate response with experience in secure context
• Strong organizational skills: ability to interact effectively with international and national personnel in a sensitive environment.
• Excellent oral and written English skills.
• High level of computer skills on MS Office programs. 
• A demonstrated ability to multi-task and process information into action to not delay program activities. 
• A clear understanding of procurement ethics and donor (USAID, EU, DFID, OFDA) compliance is essential.