Procurement Coordinator at Mercy Corps

General Position Summary

• The Procurement Coordinator is responsible for the coordination of procurement requests and ensuring procurement and internal control of Mercy Corps North East Nigeria in accordance with the latest policies and procedures.
• He/She is also responsible for carrying out all steps of the procurement process in Mercy Corps across States in Nigeria where the STWASH program is operating and to assist the program activities and any field office procurement-related operations.
• This includes activities such as: acting as a point person for receiving Purchase Request (electronically and written), acquiring competitive quotations from local and international markets and procurement electronic filling.
• He/She will act as a focal point person with vendors for the STWASH program in Nigeria.
• Working closely with Program, Administration, Finance and; Procurement, Logistics Officer and Operations Coordinator is instrumental in supporting program activities through his/her services.

Essential Job Responsibilities

• Have a clear understanding of the Mercy Corps Field Procurement Policies and Procedures and assist in advising program and office management on required practices and procedures.
• Daily Coordination of procurement activities.
• Advise supervisor and colleagues on solution-oriented methods to conduct large and intense procurements while adhering to policy timelines.
• Assist program and operations in regular procurement planning meetings.
• Develop and support standard specifications and processes for the purchase and contracting of goods and services to provide improved service, and quality pricing and reduce time and administrative costs.
• Ensure procurement ceilings and approval procedures are utilized appropriately.
• Ensure to apply all steps involved in tendering procedures and lead the tender process;
• Ensure procurement electronic files are maintained in an orderly and up-to-date system, as per Mercy Corps standards.
• Coordinate remotely with the procurement team Across Mercy Corps Nigeria for all STWASH programs and operations focal points in all offices for receiving quotations from local vendors.
• Collaborate and support procurements in all offices operating areas of Mercy Corps Nigeria for STWASH.
• Help design and review tender documents (including the translation into English and tender advertisement;)
• Conduct frequent market surveys and maintain a strong knowledge of the local market in Nigeria.
• Coordinate with Finance Department to ensure that payments to vendors are made on time and without any unnecessary strain on the financial system of Mercy Corps;
• Coordinate remotely with warehouse and transport staff to ensure the timely delivery of all needed materials.
• Closely work with the procurement team and identify the gaps in the procurement system and suggest improvements.
• Ensure that Mercy Corps’ procurement activities are legal and moral.
• Contribute to the procurement of Water and Sanitation facilities such as water tanks, toilets, bathing facilities, and water and sewage networks.
• Liaise with the local community and other field teams working in the same areas to ensure proper maintenance of the facilities.
• Collect offers from potential vendors for all operations and program requirements
• Conduct himself/herself both professionally and personally in a manner that brings credit to Mercy Corps and does not jeopardize its humanitarian mission.
• Other duties as assigned.

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.
• 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 in-country venues. 

Supervisory Responsibility: None

Reports Directly To: Operations Director,

• Works Directly With: Operations Team, Finance and Program Staff, STWASH Chief of party, and WASH Engineers.

Accountability

• Accountable to Mercy Corps Procurement Policy and Procedures. Maintains accurate electronic and hardcopy files of procurement files and other relevant files.

Knowledge and Experience

• A degree in a relevant business field is desirable;
• 3-4 years of experience in WASH Procurements, Inventory Management, and large-scale Logistics Operations.
• Strong organizational skills; ability to interact effectively with international and national personnel.
• Excellent oral and written English skills,
• Strong computer skills in MS Excel, MS Access and MS Word programs.
• A demonstrated ability to multi-task and process information into action so as not to delay program activities.
• A clear understanding of procurement ethics and donor compliance is essential.
• Must read and understand the Mercy Corps Procurement & Logistics Management and Procedures and demonstrate willingness and ability to follow guidelines.
• Experience in community work and/or experience in project implementation.

Success Factors

• Fast thinker and creative problem-solving. Flexibility and creativity in planning.
• Ability to take initiative, learn quickly and be accountable for results.
• Ability to understand the larger picture while remaining focused on the details.
• Awareness of and sensitivity to multi-cultural international development work.
• Even temperament and a good sense of humour. Ability to get along and familiarize with nuanced roles and personalities. High-security awareness.