Logistics and Procurement Officer at Mercy Corps

On Friday, October 11th, 2013

Mercy Corps exists to help people build secure, productive and just communities.  

Driven by local needs, our programs provide communities in the world’s toughest places with the tools and support they need to turn the crises they confront into the opportunities they deserve.  
Mercy Corps is looking for committed and dynamic individuals to take up the following positions.

Logistics and Procurement Officer

Nairobi

Program / Department Summary:

Mercy Corps is a global humanitarian relief and development agency that helps people turn the crises they confront into the opportunities they deserve. Mercy Corps has had a presence in Kenya since its humanitarian response to the post-election violence in 2008.

The Logistics and Procurement Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the logistics and purchasing of goods and services for country office in Nairobi, Kenya. 

The overriding objective for all Mercy Corps procurement and logistics activities are the prompt and effective provision of procurement and logistical solutions as well as materials and services to Mercy Corps’ beneficiary populations in compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications.

General Position Summary:

The Procurement and Logistics Officer is responsible for overseeing general aspects of Mercy Corps procurement and logistics operations including procurement, warehousing, asset management and fleet management.

Implement field testing of all approved logistics and procurement policies and procedures in coordination with the Operations Manager, Finance and HR personnel in consultation with Chiefs of Party, Program Directors and Managers and key staff both national and international. Provide feedback on systems including additional recommendations.

Essential Job Functions:

The Procurement and Logistics Officer is responsible for managing the day to day operation of procurement, fleet, warehousing and asset inventory mainly in NBO office and strengthening the skills of the logistics and procurement staff to ensure compliance with Mercy Corps’ systems.

Procurement:
  • Read and comply with Mercy Corps procurement management policies and procedures. 
  • Supervise the Procurement and Logistics Assistant and provide oversight to the procurement process including; use of paperwork in procurement such as Purchase Request, Request for Quotations, Quotations Analysis, Purchase order / Contracts, Goods Received Note, Purchase Records and Payment Requests.
  • Ensure all Mercy Corps employees are well versed in procurement procedures and ensure procurement thresholds and approval procedures are utilized appropriately. 
  • Ensure procurement files are well maintained in orderly and up to date, systematically in hard and electronic forms. This includes regular review of on-going and master PR lists. 
  • Coordinate with Finance Department to ensure that, payments to vendors and service providers are made on time and without any unnecessary strain on the Mercy Corps financial systems. In cooperation with finance staff, help to ensure compliance with established financial management rules and procedures for Nairobi based procurement personnel.
  • Ensure all Mercy Corps procurement activities are legal and morale.
Fleet Management
  • Ensure Nairobi fleet and transport management complies with Mercy Corps Fleet Management Policy Guidelines.
  • Supervise the transport management and provide oversight to the management of Mercy Corps vehicles including; ensuring proper use of vehicles, vehicle files are completed and up to date, accident reports are completed and filled, major repairs are done in timely manner. 
  • Oversee the vehicle usage and rental calendar with rental agencies (if applicable) and follow up monthly payments. 
  • Assist and facilitate in importing vehicles and registration of new vehicles with Kenya Revenue Authority. 
  • Ensure vehicles are managed properly in accordance with all security regulations and measures.
Asset Management
  • Read and comply with Mercy Corps Field Asset Management Manual for asset management policies and procedures. 
  • Ensure maintenance of proper inventory of all equipment and fittings belongs to Mercy Corps program in Kenya with special attention to Nairobi. 
  • Monitor and implement asset tracking system including use of asset tags, movement of assets, disposal of assets and update of asset registry both manually and electronically including proper registration of newly purchased assets. 
  • Coordination with Administration and IT to ensure the tracking of assets including staff assignments
Others
  • Conduct performance evaluations of subordinate staff and assist them in developing their development plans in line with Mercy Corps objectives. 
  • Represent Mercy Corps in a professional manner to government officials, local & international community groups, suppliers, the UN and others as needed.
  • Conduct himself / herself both professionally and personally in such manner as to bring credits to Mercy Corps and not to jeopardize its humanitarian mission in Kenya.  
  • Other duties as assigned   
Supervisory Responsibility:

Directly supervises Procurement and Logistics Assistant and Drivers in Nairobi office.

Accountability

Accountable for Mercy Corps Field Procurement Manual, Field Asset Management Manual, Fleet Management and Warehouse Management Policy Guidelines and other in-country policies and procedures in logistics and procurement management as well the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.

Reports Directly To:  Operations Manager

Works Directly With:

  • Operations Manager
  • Nairobi based Logistics and Procurement staff
  • Co-ordinates with Mercy Corps program and operations staff regarding procurement planning and activities
Knowledge and Experience:
  • Degree in a relevant business field is desired. 2-3 years of experience in large scale logistics, supply chain management and/ or international business. 
  • Must have demonstrated understanding of logistics procurement ethics and good management skills with diverse team and large flow of information and activities. 
  • Must be able to work independently and prioritize, show initiative experience in an INGO setting. 
  • A strong understanding of donor compliance and budgets required. 
  • Report writing ability to make recommendations for improvements; strong computer (MS Office) literacy, filling and organizational skills. 
  • Excellent spoken and written English and willingness to travel throughout field office when required.   
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
  • Ability to work as part of a team and coordinate with project personnel
  • Good spoken and written English
  • Thorough understanding of Kenya’s logistical challenges, market mechanism and supply chain. 
  • Computer literate and strong organizational skills.
  • Good team spirit
Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. 
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.

Interested candidates who meet the above required qualifications and experience should submit on or before October 25, 2013 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to [email protected]

Applicants must clearly indicate on the email subject the position and location they are applying for i.e “Logistics and Procurement Officer-Nairobi” 

Applications without the right subject heading will be automatically disqualified. 
Please do not attach any certificates. 
ONLY Qualified short-listed candidates will be contacted
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