About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future. Mercy Corps has been operating in Ethiopia since 2004, working in rural, peri-urban and urban areas in five regional states - Somali, Oromia, Afar, Southern Nations Nationalities and Peoples, Amhara - and the capital city of Addis Ababa. We engage in both development and humanitarian work, and seek to integrate approaches, programs and geographies as much as possible.  Our partners include government, academic institutions, development and private sector actors, civil societies and communities. Mercy Corps Ethiopia invites motivated and qualified candidates to apply for the following vacant position.

Position Title:   Assistant Support Service Officer

Duty Station:  Negelle

Open Position:  1

[Describe overview of job missioGENERAL POSITION SUMMARY:

The Senior Area Support Service Officer plays a key role in the Procurement, Administration and Logistics Management (PALM) department. He/she ensures PALM compliance with Mercy corps, donor and host country PALM policies and procedures; and produce reliable, accurate and timely PALM report for all stakeholders involved in.

The post holder should be forward looking, self-driven, operating under minimum supervision, and critical thinker. Furthermore, considering the various expected systemic changes in the future, the post holder should be forward-looking, change oriented and able to develop/train the team capacity in the changing environment.

This job requires travel to the project sites directly managed by Mercy Corps as well as by sub grantees. The main objectives of the travel is compliance monitoring (internal audit nature) of donor rules as well as MC’s internal policies and procedures. Where necessary the objective of the visit could also be capacity assessment or capacity building.

ESSENTIAL JOB FUNCTIONS:

I.                    Procurement and Logistics Management (50% of Time)

II.                 Administration (20% of Time)

III.              Emergency projects support and field travel (30% of time)

Specific responsibilities include, but are not limited to the following:

Procurement:

Ø  Procure goods and services in accordance with Mercy Corps policies and donor regulations and within the minimum timeframes (lead-time) in a transparent, accountable, and cost effective manner and facilitate the timely and efficient supply of goods and services.

Ø  Assists staff as needed on creating clear and understandable purchase requests and other procurement documentation.

Ø  Track purchase request and ensure timely purchases including maintaining current and orderly files of all procurement activities.

Ø  Distribute request for quotations/invitation to tender and bid documents for suppliers and

            Obtain Performa invoices as per the specifications on the PR.

Ø  Prepare Purchase requests, Invitation to tenders, Quotation Analysis, Negotiation memo, Purchase Order, Payment Requests, Service contracts, Purchase Agreements, Consultancy Agreement Preferred supplier Agreement as required.

Ø  Proactively coordinate the tendering process for both goods and services, ensuring that the process follows best practice and Mercy corps tender policies;

Ø  Coordinate the procurement of the overseas purchased goods/services and assist and facilitate any import/export activities.

Ø  Maintain proper procurement files guarantee the confidentiality of all specifications and price quotations made by the supplier.

Ø  Support in the bids Evaluations/ analysis for all purchases(goods/services);

Ø  Remain informed about sources of supply, methods, services and materials and interact with Vendors during collection of quotations and represent mercy corps in a professional manner.

Ø  Always accord prompt and courteous reception and fair and equal treatment to all vendors/suppliers and their representatives.

Ø  Provide equal opportunity to vendors/suppliers to make price and specification quotations.

Ø  Follow up payments made on time for suppliers.

Ø  Ensures timely and safe delivery of items/ goods to the warehouse with proper documentation and coordinate with the storage and transfer of items to field sites.

Ø  Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals.

Ø  Identify potential, credible and competent vendors for MC and maintain contact with suppliers and conduct price comparison in order to get the best price and quality material.

Ø  Keep records of supplier database and maintain files of current market prices for commonly bought items.

Ø  Carry out price surveys and maintain price list for routinely purchased items from preferred vendors and ensure prices charged by the suppliers are the market prices;

Ø  Ensuring all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order;

Fleet Management:

Ø  Oversee Mercy Corps and donor Fleet management policies and procedures followed.

Ø  Ensure accurate vehicles log report is produced and submitted to the head office

Ø  Ensure the mechanisms by which drivers are accountable for vehicles they drive; and authorized vehicle movement.

Ø  Oversee that monthly vehicle utilization/performance report produced and submitted to the Country Transport Manager.

Ø  Follow up that vehicle accident report with the required details are submitted timely to the insurance company and the head office; follow up all insurance related matters when accident happens.

Ø  Provide support to the program technical team in coordinating fleet management and discuss the needs and the plan in the weekly mini operational meeting.

Ø  Ensure efficient and effective weekly vehicle planning and utilization and integrate with program and operation staff.

Ø  Work with the country Transport officer to monitor field vehicle insurance, accident reports, fuel use reporting, appropriate vehicle use, drivers training and basic vehicle maintenance and checks, and maintenance of vehicle log files; and vehicles maintained in good standard.

Ø  Train staff on vehicles expense reporting and using vehicles expense tracking.

Ø  Ensure that all the field office vehicles are equipped with updated safety equipment, materials and kits and conduct regular spot checks.

Warehouse and Asset management:

Ø  Oversee that Mercy corps warehouse and Asset management policies followed.

Ø   Ensure that Bin Card/Stock Card regularly updated and the physical count of the items is matching with the records and report produced as required.

Ø   Ensure the fixed asset registration followed Mercy corps and donor policies and provide quarterly updates to the head office.

Ø  Ensure that beneficiary distribution lists and donation/ handover documentation are properly completed, reconciled, filed with supported documents are maintained for audit purposes and provide training and advice as required;

Ø  Support annual physical inventory and related reconciliation process and prepare reports.

Ø  Ensure inventory control systems and asset management procedures are in place in all field warehouses and stores under his/her supervision and provide training as needed;

Ø  Advise programs and operations on efficient utilization of materials in the store and propose possible measures on old grant items in the store.

Ø  Control Asset and property movements within and from the field office

Administration:

Ø  Ensure the safety standard of staff, the premises we are working in and the guesthouses where visitors stay; and provide support on all logistical arrangements for visitors; and ensure the safety of staff during travel to the project sites.

Ø  Ensure that copies of all agreements/ Commitments documented in the office file.

Ø  Ensure we are keeping all copies of lease agreements for office, guesthouse and warehouse in a proper file and that all lease agreements and service contracts kept to adequate standard.

Ø  Participate on the process of renting new offices and provide guidance and advise; and ensure that the process is fair and as per MC and donor policies and procedures;

Ø  Provide monthly logistics performance report as per the guidance from the PALM manager and discuss any material issues in the monthly operations/admin/finance meeting

Ø  Ensure that all supplies purchased to run project operation as well as the office managed well.

Ø  Ensure staff under his/her supervision sets performance objective and conduct performance evaluation as per MC policy.

Ø  Follow the on time submissions of time sheets of staff under his/her supervision.

Ø  Represent Mercy Corps to its constituent groups (donors, partners, government and the public) by demonstrating a personal commitment to the mission and values of Mercy Corps.

Ø  Ensure staff under his/her supervision attended the Mercy corps online code of conduct and security management trainings; and that they are aware of the Mercy Corps online resources.

Ø  Ensures that supervised staff are adequately trained, identifies additional training needs to achieve high working standards.

Ø  Prepares contingency plans and logistics preparedness reviews.

Ø  Supervise and coordinates logistics operations at satellite offices.

Emergency Team Support:

Ø  Support planning and implementation of emergency related PALM activities, including, but not limited to, commodities movement planning and budgeting, commodities management planning,

Ø  Provide technical support to the field office emergency project team in warehouse management, commodities movement, budget preparation for PALM-related activities, vehicle management.

Ø  Ensure that all the necessary formats and logistic arrangements are in place before staring distribution; and assist on the emergency response as required.

Ø  Ensure that beneficiary distribution lists and hand over notes collected from field offices, reconciled and files with supported documents maintained for audit purposes.

Ø  Provide training and technical support on obtaining beneficiary signature and documentation required during/before distribution.

Ø  Assist the emergency team while renting houses, organizing offices, arranging transportation and providing the required logistics service.

Ø  Assist the emergency team on distribution and documentation and reporting.

Ø  Maintain smooth relationships between support and emergency team.

Ø  Ensure that the emergency warehouse and asset management complies with Mercy Corps and donor policies and procedures.

Ø  Ensure that the emergency response complies with Mercy Corps and Donor PALM policies and procedures and host country laws.

Ø  Ensure that for all distributions the materials have reached the beneficiaries. Keep a good standard filing system for the distribution list and provide the information as and when requested by internal management or auditors.

Perform any other similar tasks that may be reasonably assigned by the line manager in any one of the above components.

KNOWLEDGE AND EXPERIENCE:

·         Two years and more experience in Procurement, Administration and Logistics Management in the non-profit organizations and mainly experience gained in INGO is required. 

·         Degree in Purchasing and Supplies Management/Management/ Business Administration/ Accounting/Marketing is required.

·         Advanced computer skills in MS Office programs, particularly in word and Excel

·         Prior management experience and strong organizational skills

·         Excellent oral and written English and Oromiya language skill

SUCCESS FACTORS:

·         Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills; team oriented

·         Good computer skills (especially Microsoft Excel, Word Processing, and Outlook)

·         Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse group of people

·         High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.

·         Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary

·         Excellent communication skills, written and oral are required.

·         Demonstrated cultural sensitivity and appropriate flexibility.

·         Emotional maturity and physical stamina.

·         Demonstrated experience in managing Matrix Reporting is needed 

·         Willing to travel to Mercy Corps field offices and project sites.