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. In partnership with civil society organizations, private sector, and the government, Mercy Corps Ethiopia has reached more than five million Ethiopians with interventions to save lives and build secure livelihoods. Our programs emphasize market-driven solutions, reinforce social bonds, and help communities build resilience to the impacts of climate change. Currently in six regional states – Afar, Gambella, Oromia, Somali, Amhara and South Nations, Nationalities and People’s Region (SNNPR) – Mercy Corps Ethiopia is driven by the mission to contribute the emergence of a peaceful, resilient, and prosperous Ethiopia which is inclusive of youth and women. Our strategic directions focus in promoting inclusive and dynamic markets; promoting peace and social cohesion through strengthening formal/informal governance structures and citizen engagement; improved natural resource governance; and integrated humanitarian response.

 Position Title:  PROCUREMENT SPECIALIST

 Duty Station: Addis Ababa

 Open Position:  1

 Program / Department Summary

The Procurement Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the purchase of goods and services. The overriding objective for all Mercy Corps procurement activity is the prompt and effective provision of materials and services to Mercy Corps’ beneficiary populations in compliance with donor specifications.

General Position Summary

Reporting to The Procurement Manger, the Procurement Specialist is responsible for the timely procurement of goods and services for all Mercy Corps field offices in Ethiopia. Working closely with Program, Administration, Finance and Logistics the Procurement Specialist is instrumental in supporting program activities through his/her services.

ESSENTIAL JOB FUNCTIONS:

·       Need to have full understanding of Mercy corps, Donor and standard procurement policies and procedures and donor procurement regulations.

·       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.

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

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

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

Obtain Performa invoices as per the specifications on the PR.

·       Prepare Purchase requests, Invitation to tenders, Quotation Analysis, Note to File, Purchase Order, Payment Requests, Service contracts, Purchase Agreements, Consultancy Agreement Preferred Supplier Agreement as required.

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

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

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

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

·       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.

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

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

·       Avoid subjecting vendors/suppliers to needless expense or inconvenience when requesting quotations or returning goods.

·       Prepare payment requests and ensure the necessary documents are attached for payments.

·       Follow up payments are done on time for the suppliers.

·       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.

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

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

·     Keep records of supplier data base and maintain files of current market prices for commonly bought items.

·       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.

·       Ensure MC supply chain procedures are adhered to while purchasing goods/ services required by MC.

·       Work with the procurement committee as per MC Supply Chain Policy to source suppliers.

·       Coordinate with the Procurement Manager on procurement planning and budgeting; ensuring all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order;

·       Tracking in-coming shipments of ordered goods, reviewing completeness and accuracy of shipping and confirming timely arrival of the right quantity and quality of delivered consignments.

·       Maintain up to date records for all procured goods and services, including approved budgets and supporting documentation: purchase requisitions, quotations, bid evaluations, purchase orders, and related documents.

·       Assist in communicating changes in the supply chain policies to both Internal and external body and responding to audit queries on time.

·       Liaise with the MC legal team to ensure compliance with all applicable laws and policies in the preparation of Service Contracts and Service Level Agreement (SLAs).

·       Assist in the drafting framework agreements and other related agreements for preferred suppliers.

·       Participate in preparing prequalification documents and appraising prequalified suppliers.

·       Coordinate vendor performance management review using the approved MC tools and participate in decision making based on the evaluation.

·       Will be providing weekly procurement status reports to the units he/she supports.

·       Flexibility in supporting any other units in case the officer assigned is away on leave, official duty, overwhelmed by sudden increase in order requests or during normal duty rotation.

·       Assist on driving MC vehicles for duties other than procurement and undertake field assignments when assigned by the Supervisor.

·       Maintain vehicle log-sheets; Keep vehicle Equipment, tools, spares safely. Keep the vehicle clean and report needs and problems to Transport Officer.

·       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 in country of operation.

·       Will travel to different field offices 30% of his/her time and provide support and train Mercy corps staff.

·       Other duties as assigned.

Strategy & Vision

·       Integrity and transparency through ethical behavior, compliance with stated practices and policies, and communication of our goals and results.

·       Operating in a manner which supports attainment of the organization’s goal and Prioritizing and organizing actions & resources to achieve objectives.

·       Creating value through strategic thinking, efficient processes.

·       Organize activities to secure resources for programs and convince stakeholders to provide support. 

Compliance

·       Ensure that Mercy corps, Donor and Government procurement policies are addressed while procuring.

·       Provide consistent and constructive support to other departments to ensure compliance with policies and procedures.

·       Promptly inform the Procurement Manager of any areas of concern of potential or suspected violations of policies and procedures.

Documentation and Reporting

·       Follow up with relevant units, internal or external on documents and ensuring all procurement records are complete and accessible.

·       Prepare monthly & weekly Purchase Request Tracking report and consolidate all Purchase Request Tracking from Country field office reports. Share report to Procurement Manager and other internal departments as required.

·       Analyze Purchase Request Tracking in order to ensure that all procurement is carried out efficiently and in a timely manner.

·       Record commitments and update when payment is made and the service is completed and report monthly commitment reports.

Training & Outreach

·       Attend online trainings of Mercy corps as required and develop capacity.

Staff Supervision

·       Procurement Assistant

Finance & Compliance Management

·       Ensure compliance with Government, donor and Mercy Corps policies and procedures related to procurement.

Influence & Representation

·       Communicate effectively to ensure overall project targets and donor obligations are met.

·       Represent Mercy corps in a professional manner.

GEDSI (GENDER, EQUALITY, DIVERSITY AND SOCIAL INCLUSION)

·       Be a thought partner in the recruitment of diverse team and promoting inclusive and safe work environment including supporting early career team members to fulfil their professional goals)

·       Lead by example to promote gender equal and inclusive workplace culture in a day-to-day interaction with team members, partners, and program participants.

Security

·       Ensure compliance with security procedures and policies as determined by country leadership.

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.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

Job Requirements

KNOWLEDGE AND EXPERIENCE

• Degree in Purchasing and Supplies Management, Management, Accounting, Business Administration, or other relevant field is desired;

• 5-7 years of relevant experience in procurement; and experience with finance is an advantage.

• Strong organizational skills: ability to interact effectively with international and national personnel.

• Experience of training and mentoring others.

• Excellent oral and written English.

• Excellent computer skills in either MS Office or other software.

• 3rd grade driving license.

• A clear understanding of procurement ethics.

• USAID organizations procurement experience is an advantage.

 SUCCESS FACTORS

• Conscientious with an excellent sense of judgment

• Ability to work as part of a team and coordinate with project personnel.

• Demonstrated cultural sensitivity and appropriate flexibility.

• Emotional maturity and physical stamina.

• Excellent organizational skills with ability to successfully manage multiple tasks.

• Responsible and trustworthy.

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

• Demonstrated ability to work effectively with diverse group of people.

• Good communication skills, written and oral are required.

• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps.

How to Apply

Register using the following LINK