Procurement Officer at Mercy Corps

General Position Summary

The Procurement Officer will provide direct operational support to the Maiduguri field and the Deep Field Offices from time to time based on the requirements and functions. Working closely with the Program, Finance, Administration, and Logistics teams. The Procurement Officer is instrumental in supporting program activities through his/her services.

Essential Job Functions

• Have a full understanding of MC procurement policies and systems; and be able to provide training to staff on these policies, procedures, systems and best practices
• Assist in regular procurement planning meetings and program activity reviews.
• Conduct tendering processes for procurements requiring Open tender processes.
• Maintain appropriate databases to track and manage running contracts underworks, Consultancy and services within required threshold
• Handle all consultancy contracts, and processes and ensure that correct process is followed by requestor
• Ensure that correct documentation for procurement and contracts are completed and filed to MC standards.
• Regularly contract status reports using the PR Master lists and Contracts tracker
• Facilitate tendering processes as required, ensuring processes are transparent, provide value for money and are properly documented
• Work with the compliance team to ensure contract terms are observed by contractors, constantly making follow-ups and providing necessary amendments for contracts
• Ensure timely, and accurate payment processing and documentation of consultancy and works contract payments procurements
• Vendors and contractors' Prequalification for MC Nigeria for construction, and Consultancies ensuring that they meet the required MC Conditions and Legal standards
• Ensure proper filing of all procurement dossiers and archive them for future reference
• Train and support project staff in procurement matters
• Negotiates for best purchasing package (in terms of quality, price, term, delivery and service) with suppliers and sub-contractors alike.
• 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
• Any Other duties as assigned

 Safeguarding Responsibilities

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

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.

Accountability:

Supervisory Responsibility: None

Reports Directly To: Senior Procurement & Contracting officer

Works Directly With: MEL, Programs, Finance and Operations team and external stakeholders.

Knowledge and Experience

• A bachelor’s degree in business, Marketing, Management, or any relevant business field.
• 3 years’ experience in Procurement, Logistics and Administration management required.
• 2 years experience working in international relief or developmental organizations in logistics and administration, staff supervision and development, training, team building, finance & administration, donor relations, and inter/intra–agency communications. This includes working within the Northeast, Nigeria.
• Experience in using SAP Ariba procurement system.
• Excellent computer and communication skills
• Experience working with donor-funded program (USAID, FDCO, EU, private foundations, corporate grants etc.
• Ability to communicate in English and Hausa, another relevant local Borno language is an advantage.