Summary
Date Posted: Friday, July 01, 2022 , Base Salary: Not Disclosed

JOB DETAILS:
General Position Summary
The Procurement and Logistics Officer is responsible for all procurement and logistical aspects of Mercy Corps' operations in the Gulu office. Working closely with Program, Administration and Finance, the Procurement and Logistics Officer is instrumental in supporting program activities and in ensuring effectiveness and efficiency in delivery of services. The Procurement and Logistics Officer will support the operations department to ensure routine procurement and logistical functions are in compliance with Mercy Corps policies and procedures. S/he is responsible for program procurement, fleet, Warehouse and Asset management. The position will most intensively support the FCDO funded Climate Smart Jobs programme being implemented in Northern Uganda with an office in Gulu.

Essential Job Functions
Procurement
● Responsible for the daily coordination of Mercy Corps Program procurement and administrative activities.
● Ensure that Mercy Corps procurement policies and formats are properly used.
● Contribute to the overall program planning and implementation process.
● Assists program and support staff on creating clear and understandable purchase requests (PR) and other documentation.
● Collects quotations and bids from the market for PRs as assigned by manager(s) – as per Mercy Corps standards and formats.
● Interact with contractors, in coordination with the Programs and Operations departments.
● Prepare the required documentation of supplies and transactions as to MC standards.
● Preparation of status reports on deliveries, office Management and recipient of supplies.
● Maintain thorough procurement files as outlined in the MC procurement policy.
● Maintain the filing of both hard copy and soft copy of the ongoing and complete Purchase Requests with all the supporting documents as required by the Mercy Corps Procurement Policy.
● Interacts with suppliers in the receiving and inspection of goods –Ensure GRNs are issued.
● Receive the goods as per the description on the purchase order/request. Inspects goods upon delivery and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order.
● Compliance checks in relation to Procurement manual and Donor requirement, (WT, segregation of duties, Referencing, AAM, Donor waivers, etc.).
● Establish a working Procurement Committee and be part of this working committee on sealed quotation procedure, tender preparation, opening, evaluation and award process. Procurement Officer responsible for documenting all committee meeting minutes and decisions and get required approvals.
● Provide Orientation on Procurement procedures from time to time to new recruits and Programs in line with MC policy.
● Conduct market surveys for prices and maintain a list of prices for commonly purchased items in all Program areas of operation.
● Maintain an updated Supplier database with all relevant details, legal status etc.
● Conduct site visits for construction related procurements in collaboration with Engineers and other Program staff to verify materials and other direct deliveries made to beneficiaries.
● Sensitize vendors on Mercy Corps procurement procedures and advocate for high levels of integrity.
● Processing payments for completed procurements ensuring acknowledgement in terms of GRNs, Completion Certificates and waybills.
● Support in the MSA and PSA processes, and updating PSA database
● Work with requesters in ensuring services and contracts are delivered according to agreed terms and conditions..
● Draw, check and update Service contract and contract, as well as update the respective databases periodically.
Asset Management
● The Logistics Officer ensures that procedures outlined in the Mercy Corps Asset Management Manual are implemented.
● Responsible for logging all new Mercy Corps assets in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions.
● Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual.
● Provides regular physical count/check of all assets and confirm their status and condition.
● Coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices.
● Update the electronic database monthly and provide an electronic copy to supervisor and Operations Manager; A hard copy is printed, signed, and filed in the assets folder.
● Advises colleagues on guidelines of Mercy Corps asset and equipment use guidelines.
● Ensure all lost, damaged, sold, stolen (or other) items are properly recorded with an approved Disposal of Assets form. Ensure any necessary supplement documentation is completed.
● Assists and coordinates project staff on inventory issues. Assist in providing end of project reports on inventory and equipment lists locations and status.
● Maintain inventories of all Mercy Corps premises (non-expendable properties), conduct regular checks (quarterly), Office and Guest House.
Warehousing
● Follow the Mercy Corps Warehouse Policy and Procedures Guidelines.
● Daily coordination of MC logistical, warehouse and asset management activities.
● Ensure the timely dispatch, delivery of supplies to field offices and project locations.
● Has a full understanding of MC warehouse policies and formats. Assists, as needed in training staff or third parties on these policies and forms.
● In charge of receiving all supplies regardless of whether it was procured or delivered from field locations
● Maintain the inventory and prepare the reports on a daily basis.
● All other activities to ensure the smooth warehouse operation.
● Prepare a report of monthly stocks, end of grant stocks, fiscal year physical counts and other physical counts, as instructed by the supervisor.
● Display bin cards on each item in the warehouse.
● Maintain physical and electronic copies of inventory, as per formats and forms provided.
● Generate the commodities movement waybills.
● Updates inventory records on all the receipts / issues of inventory items from MC warehouse.
Fleet management
● General management of agency vehicles in Kampala.
● Ensure that all vehicles are safe and road worthy.
● Ensure that all vehicles have proper on-board vehicle documentation.
● Maintain administrative vehicle files for each vehicle.
● Responsible for preparing transport-schedules and ensuring SWAP arrangements between Field Locations are completed, coordinated, and communicated in a timely manner.
● Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of log sheets.
● Schedule vehicles use to meet programmatic and operational needs.
● Oversee and ensure proper use of the vehicles.
● Prepare fuel consumption reports
● Ensure cleanliness of vehicles.
● Organize regular service schedules for vehicles. Maintain vehicle maintenance files.
● Ensure all vehicle repairs are done in a timely manner.
● Track vehicle expenses in accordance with the respective procurement policy.
● File Monthly Vehicle Consumables reports for each vehicle separately.
● Manage drivers’ leave schedules ensuring smooth operation of the fleet.
● Coordinate with Human Resources to ensure proper tracking of drivers HR files.
● Ensure drivers are licensed and trained.
● Participate in hiring and disciplinary measures for drivers.
● Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
● Ensure that security incident reports are completed and filed (if related to vehicles).
● Ensure that accident reports are completed and filed.
● Work with drivers on the day-to-day basis on movement plans, fueling, tyre status and service requests per KM reading of service mileage.
● Raise purchase requests for fuel and manage the fuel consumption through the vehicle log consumables sheet, working with gas stations and processing payments. In the same line ensure vehicles are fueled in the presence of Logistics officers or designated staff.
● Prepare weekly movement plans, coordinate with program team to submit these weekly, integrate and share with the team
● The Procurement and Logistics officer 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;
● Work closely with Operations Manager Kampala to ensure proper support in the area of procurement is being provided to the team members in an efficient and timely manner.
● Other duties as assigned
Finance & compliance management
● Ensure compliance with donor and Mercy Corps regulations related to Mercy Corps Field Fleet Management Policy, Field Warehouse Management Policy, Field Asset Management Policy, Field Finance Manual, FP3, Conflict of Interest Policy and all Mercy Corps Uganda policies
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.
● Report all traffic related security incidents or threats, even if it does not involve agency vehicles to supervisor immediately
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.
Accountability: Accountable to all Mercy Corps policies and regulations as established by HQ and Mercy Corps Uganda
Reports Directly to: Operations Manager, Kampala.
Supervisory Responsibility: None
Works Directly with: Administration, Finance, and Program Leaders and Team Members
Ethics and Integrity
All Mercy Corps staff members are expected to behave ethically and demonstrate highest integrity in their professional and personal life. Mercy Corps has zero tolerance to any form of fraud, corruption, abuse, harassment or exploitation. Any breach of our policies or misconduct will lead to disciplinary action or may lead to termination.

Knowledge and Experience
● A Degree in Logistics and Procurement Management is desired
● At least 3 years’ experience in Logistics and Procurement Management, International NGO experience is an added advantage
● A professional qualification is an added advantage
● A clear understanding of procurement ethics and donor compliance is essential
● A demonstrated ability to multi-task and process information into action so as to not delay program activities
● Ability to maintain logistics filing system, with strong organizational skills
● Ability to interact effectively with international and national personnel
● Adaptability to unanticipated circumstances
● Microsoft Office computer skills and experience with using email
● Ability to communicate in English
● Proven ability to solve problems independently without supervision
● Proven track record of highest personal integrity


Work Hours: 8

Experience in Months: 36

Level of Education: Bachelor Degree

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