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Procurement Officer

Job Description and Requirements

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been present in Jordan since the 2002, helping citizens work toward building a more peaceful and

hopeful future. Mercy Corps has been addressing the humanitarian needs in Jordan through a diverse portfolio of

development and relief programs for the past 10 years. Due to the current humanitarian crisis related to the continual

influx of refugees from bordering Syria, Mercy Corps is dramatically expanding its emergency programming. The

organization is growing at a fast but sustainable pace and requires a strong leader to ensure Mercy Corps procurement

systems and practices support the healthy and efficient grown of the organization.

GENERAL POSITION SUMMARY:

The Procurement Officer is responsible for enabling excellence in all major procurement functions in Jordan. He/she

will have a focus on assisting the Procurement Coordinator on the relationships and contracts Mercy Corps has with its major suppliers, supporting up to 10 to 15 Mercy Corps projects. The Procurement Officer will be assisting the Procurement Coordinator in scheduling large procurements; mainly for standard tenders. The success of the programs will depend on a strong relationship between Mercy Corps procurement, program and finance teams. Building strong internal relations based on trust, competency, and ability to deliver is crucial. The Procurement Officer will work closely with the Procurement Coordinator and the Procurement Manager to facilitate transparent flows of information, as well as to ensure accountability of on-time delivery of goods and services and proper planning from programs, The country program requires high-paced procurement to meet the needs of thousands of beneficiaries (refugees) affected by the war, as well as to service a large development portfolio.

In the absence of the Procurement coordinator for tenders or as required in terms of operations volume, the Procurement officer backstops the Procurement coordinator in the functions in Jordan related to procurement. S/he ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures and updates local manuals and policies and builds the capacity of local procurement team members. S/he provides support and advises the Procurement coordinator and/or the procurement manager on procurement related issues.

ESSENTIAL JOB FUNCTIONS:

Tenders Management and Facilitation:

· Facilitate Procurement aspects of program planning, and upcoming procurement resources needs.

· Work with all Mercy Corps staff to ensure smooth introduction and adoption of procurement systems.

· Assist teams in understanding their roles and responsibilities in terms of interaction with Procurement throughout all  the tendering process.

· Be responsible for full and proper implementation of Mercy Corps systems of management, compliance and control

as described in Mercy Corps field Procurement Policies and procedures.

· Work with finance compliance and Contract Specialist to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities.

· assist Procurement coordinator in managing relationships and contracts with the suppliers for program needs in collaboration with contacting division within the procurement department.

· Assist the Procurement Coordinator on managing relationships with all program managers and their teams.

  • Review Purchase Requests and Tender initiation requests with programs and make sure the scopes of work, bills of quantities and items’ description is full, clear and comprehensive.

· Develop tender documents and manage / facilitate supplier selection process for standard (between $20,000 and less than $150,000 ) in close collaboration with Procurement Coordinator and Procurement Manager.

·  Work closely with contracting division to ensure compliance and timeliness of the tendering process.

  • Conduct visit to suppliers to check the goods quality and complete due diligence process.

· Manage ‘on-time’ tracking system for tenders and reporting function within Mercy Corps Jordan.

·  Work closely with program and finance teams to deliver successful programs while demonstrating excellent

stewardship of donor funds and compliance with MC and donor regulations.

· Assures all project procurement functions compliance and control as described in Mercy Corps Field Procurement

Policies and Procedures (FP3).

  • Ensure timely and accurate processing and documentation of procurements: the process, ensure accurate paperwork and a supply chain as described in the Field Procurement Policies and Procedures (FP3).

· Work closely with finance compliance and Contract Specialist to mitigate fraud, conflict of interest, and legal ramifications of Mercy Corps procurement activities.

· Ensure that all Mercy Corps procurement contracts and business transactions/relationships are transparent and

in compliance with Jordanian law and Mercy Corps/donor policies.

· Backstop the procurement Coordinator in all tenders functions related to the programs as delegated.

Personal Leadership

· Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even

under difficult circumstances. Develop strong and productive working relationships – specifically with finance and

program teams.

· Maintain high ethical standards and treat people with respect and dignity.

· Demonstrate an awareness of his/her strengths and development needs.

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 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.

ACCOUNTABILITY:

REPORTS DIRECTLY TO: Procurement Coordinator

WORKS DIRECTLY WITH: Procurement Manager, Operations Director, Procurement/Logistics staff, Program Managers, Finance Manager, Engineering department

COLLABORATES WITH: Procurement Manager, Contract Specialist and all MC logistics and operations team as required

 

KNOWLEDGE AND EXPERIENCE:

· Degree in a relevant business field, industrial engineering or logistics and supply chain is desired.  

  • At least 2 years of field experience of managing tenders and small procurements with humanitarian NGOs.

· Demonstrated attention to detail, following procedures, meeting deadlines and problem-solving independently and cooperatively.

· Knowledge of Mercy Corps systems and procedures desirable;

  • Required at least 3 years proven experience in dealing with small and medium procurements including open tenders.
  • Required at least 1 years proven experience in dealing directly and with supervision with procurement regulations of donors including but not limited to USAID, EC, ECHO and UN agencies funding.

· Excellent negotiation and representation skills.

· Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.

· Excellent oral and written English skills are required.

· Ability to work effectively with an ethnically diverse team.

 

SUCCESS FACTORS:

The successful Procurement officer will be good at problem solving and have the ability to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations. S/he will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. S/he will be able to live and work closely with a diverse team of individuals and be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive on evolving and changing environments, and make effective written and verbal communication a priority in all situations.