Procurement Assistant at Mercy Corps

Location: Damboa, Borno

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

• Daily coordination of MC procurement activities
• Printing Purchase Requests (PRs) in coordination with Operations Manager and Procurement Officer; ensuring that PR is given to originator for appropriate signatures
• Has a full understanding of MC procurement policies and formats.
• Collects quotations and bids from the market for PR-s as assigned by manager – as per Mercy Corps standards and formats;
• Interact with vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms.
• Ensure fair competition and strictly adhere to MC procurement rules regarding vendor relations as described below:
  • Interact with vendors, in coordination with Operations Manager; coordinating with Finance department to ensure payments are facilitated in a timely manner
  • Update On-going PR Masterlist with all assigned purchase requests
  • Ensure goods are received in accordance with Mercy Corps standards.
  • Prepare the required documentation of supplies and transactions are completed to MC standards. Updating Completed PR Masterlist with all assigned PRs.
  • Preparing payments for all assigned procurements
  • File completed transactions as necessary
  • Assist the Operations Manager and office staff with procurement activities, as required;
  • Assists Operations Manager with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.
  • The Procurement Assistant will 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.
• Other duties as assigned.

Accountability:

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

Knowledge and Experience

• Strong organizational skills
• Ability to interact effectively with international and national personnel
• Good computer skills on MS Office programs, especially in MS Excel
• Capable to multi-task and process information into action without any delays in the 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
• Excellent interpersonal skills
• Ability to work as part of a team and coordinate with project personnel
• Good spoken and written English
• Computer literate and strong organizational skills.