Procurement/Operations Assistant – Hirshabelle State Of Somalia

                                                      VACANCY ANNOUNCEMENT

Position Title: Procurement/Operations Assistant

Duty Station:  Hirshabelle

Position Category:  Full-time

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.

Program / Department Summary

Mercy Corps has been present in Somalia since 2005, responding to emergency needs stemming from conflict and displacement, while continuing work to build more resilient, peaceful, and productive communities in Puntland, Galmudug, Hirshabelle, Banadir Regional Administration, South-West and Jubbaland States. The current country situation is seeing an increase of emergency activities resulted by recurrent floods, drought and the insecurity around life-saving food, water, hygiene programs coupled with ongoing humanitarian programs around economic opportunity and development, youth & education, and reintegration of returnees.

The Operations department is committed to implementing and maintaining the highest standards of efficiency and integrity in the logistics, Administration and procurement of goods and services for all Mercy Corps Country Offices. The overriding objective for all Mercy Corps procurement, logistics and Administration activities are the prompt and effective provision of procurement, logistical and administrative solutions as well 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/Operations Assistant responsible for supporting the procurement/ logistic aspects of Mercy Corps’ procurement/ logistics operation in Mogadishu – primarily to support Hirshabelle region activities but can be assigned to support and cover for any of the country offices as and where needed. This position will be temporarily be based in Mogadishu with possible relocation to Hirshabelle satellite offices.  Working closely with Program, Administration, Finance and Operations, the procurement/ Operations assistant instrumental in supporting country operation and program activities through his/her services. S/he will work under the direction of the Deputy Operations Manager and be responsible for local procurement, transportation of supplies from and to Mercy Corps offices, and general day-to-day management of the Mogadishu/ Hirshabelle areas Offices or any assigned country office in terms of logistics and procurement policies and needs.  The position requires full adherence to Mercy Corps standard procedures and security protocols.

ESSENTIAL JOB FUNCTIONS:

• Provide primary logistical and procurement support to the Mogadishu/ Hirshabelle areas office operations and/or any other country office as and when assigned.
• Oversee database & paper file management for procurement, and logistics documents.
• Administer and track lease and vehicle rental, and contracts.
• Ensure that all Mercy Corps contracts and business transactions/relationships are transparent and in compliance with local law and Mercy Corps/donor policies.
• Oversees preparation of tender and related documentation for the procurement.

• Work with Ops team and Finance team to review and update MC offices Procurement documentation and contracts in order to maintain proper documentation.
• Review PR Master list and Ongoing PR Master list datasheets, including pipeline analysis and cash projection;
• Assist Program and operational personnel in regular procurement planning meetings;
• Assists staff as needed on creating clear and understandable purchase requests and other documentation;
• Collects quotations and bids from the market for PR-s as assigned by manager – as per Mercy Corps standards and formats;
• Interact with contractors, in coordination with his/ her supervisor and the Program & and other departments managers.
• Prepare the required documentation of supplies and transactions are completed to MC standards.
• Preparation of status reports on deliveries for P&L and office Management and recipient of supplies. Assist in the maintenance of thorough procurement files as outlined in the MC procurement policy;
• Assist the P&L management and office staff with procurement activities, as required;
• Assists P&L Management with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.

• Review Asset Management including transfer of assets, maintenance of an Asset Register, Asset Movement Form and Disposal of Asset Form.
• Overview current vehicle rental contracts and revise procedures for vehicle rental activities.
• Establish and maintain fleet management standard operating procedures
• Other duties as assigned

SUPERVISORY RESPONSIBILITY: N/A

ACCOUNTABILITY

Mercy Corps team members are expected to support all efforts towards 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.

REPORTS DIRECTLY TO: Deputy Operations Manager

WORKS DIRECTLY WITH:

Program Staff, Finance officer, Logistics Officer, Human Resource and Administration Officers.

KNOWLEDGE AND EXPERIENCE:

• Diploma in a relevant field (business, logistics, management) is desired. A degree in the same field is a plus.
• 1-2 years of experience in operational support functions, including procurement, supply chain management;

• Experience setting up operations and/or logistics in new country programs is an added advantage.
• Strong oral and written English is required.
• Experience managing complex and complicated activities with time sensitive deliverables is an added advantage.
• Ability to commence position as soon as possible.
• Ability to support establishment of good operational and administrative systems based on Mercy Corps standard policies and procedures.

• Strong organizational skills; ability to interact effectively with international and national personnel.
• High computer skills on MS Office programs, especially in MS Excel.
• A demonstrated ability to multi-task and process information into action as to not delay program activities.
• A clear understanding of procurement ethics and donor compliance is essential.

SUCCESS FACTORS:

The successful Procurement/ Logistics Assistant’s Officer will be conscientious with an excellent sense of judgment and an ability to work simultaneously on multiple tasks. S/he will have a willingness and ability to work effectively with a wide variety of people and will be able to work as part of a team and coordinate with project personnel. Good spoken and written English is critical, and computer literacy and strong organizational skills.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

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. 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.

Application Procedure:

All interested candidates are encouraged to apply for this position and submit their applications (cover letter, updated CV and contacts of 3 professional referees) through https://www.mercycorps.org/careers/national   only shortlisted candidates will be contacted

“Female candidates are strongly preferred to apply and the candidate must have a good understanding and experience for the vacant position.’’

Deadline for Applications: December 17, 2021

 

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