Procurement & Logistics Coordinator

Position Title    : Procurement & Logistics Coordinator
Position Type    : Regular Employment
Location    :     Jerusalem Office
Duration    :     Six Months
Department    :    Operations Department

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps (MC) is a non-profit, non-aligned, secular non-governmental (NGO) humanitarian relief and development organization, registered in the United States and Scotland with offices in more than 40 countries around the world, including the West Bank and Gaza, where the organization has been active in implementing relief and development programs for nearly a decade.  Mercy Corps ‘West Bank and Gaza’ has staff based in East Jerusalem and Gaza City offices that implement programs throughout the Palestinian territories.

Mercy Corps implements multiple programs for the benefit of Palestinian people living in West Bank, Jerusalem and Gaza Strip . This position will support Mercy Corps’ Office in the Jerusalem & West Bank by providing needed assistance and support to Mercy Corps team, in close coordination with MC programs and offices.

PROGRAM/DEPARTMENT SUMMARY:

The Procurement and Logistics Coordinator will work within the Logistics & Procurement department of Operational Support structure, committed to provide reliable and compliant support to program activities, the coordinator will be committed to implementing and maintaining the highest standards of efficiency and integrity to achieve efficient service. The overriding objective for all Mercy Corps procurement and logistics activity is the prompt and effective provision of materials and services to Mercy Corps’ beneficiary populations in compliance with donor specifications.

GENERAL POSITION SUMMARY:

The position is responsible for managing and administering the procurement and logistics operations in Jerusalem office in support of Gaza and West Bank programs and will provide support, as needed, to the Ramallah office. Working closely with Program, Administration and Finance, the position is instrumental in supporting program activities through his/her services. The Procurement/Logistics coordinator must have a full understanding of MC procurement policies and formats, asset management policies and procedures, MC safety rules and follow the transport guidelines, Mercy Corps Warehousing procedures. The position will manage the commodity pipeline and coordinate with MC partners, contractors and donors as required.

ESSENTIAL JOB FUNCTIONS:

Procurement:

-Daily coordination of MC procurement activities;
-Has a full understanding of MC procurement policies and forms. Assists, as needed in training staff on these policies
-Assist Program and operational personnel in regular procurement planning meetings.
-Assists staff as needed on creating clear and understandable purchase requests and other documentation;
-Maintains office records and ensures protection and security of files and records;
-Must be fully aware of donor and internal regulations and stay abreast of changes in applicable donor policies and ensure changes are implemented as required.
-Collects quotations and bids from the market for PR-s as assigned by manager
-Interact with Vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms.
-Provide equal opportunity for vendors/suppliers to make price and specification quotations, including fair and equal treatment to all vendors/suppliers and their representatives.
-Guarantee the confidentiality of all specifications and price quotations made by vendors/suppliers.
-Decline to take advantage of vendors’/suppliers’ errors, and show consideration for vendors’/suppliers’ difficulties by co-operating with them whenever possible.
-Avoid subjecting vendors/suppliers to needless expense or inconvenience when requesting quotations or returning goods.
-Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals.
-Remain scrupulously free of obligations to any vendor/supplier.
-If, for any reason, one vendor/supplier is permitted to re-quote (submit a revised quotation), all competitors should be given the same opportunity. Re-quoting should be kept to an absolute minimum.
-Preparation of status reports on deliveries
-Provide information required for monthly donor sub-award reports.

Logistics (Transportation):

-General management of agency vehicles in co-operation with the Admin Assistant and head of drivers.
-Ensure that all vehicles are safe and road-worthy.
-Ensure that all vehicles have proper on-board vehicle documentation.
-Maintain administrative vehicle files for each vehicle.
-Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of log-sheets.
-Schedule vehicle use to meet programmatic and operational needs.
-Oversee and ensure proper use of the vehicles.
-Oversee fuel consumption purchase and tracking including coordination with gas station(s)
-Organize cleaning of vehicles.
-Organize regular service schedules for vehicles. Maintain service schedule files.
-Ensure major repairs are done in a timely manner.
-Track vehicle expenses in accordance with the respective procurement policy.
-File Monthly Vehicle Consumables sheet for each vehicle separately.
-Order and maintain stock of spare parts and consumables.
-Manage drivers’ leave schedules ensuring smooth operation of the fleet.
-Coordinate with Human Resources to ensure proper tracking of drivers HR files.
-Ensure drivers are licensed and trained.
-Participate in hiring and disciplinary measures for drivers.
-Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
-Ensure that security incident and accident reports are completed and filed (if related to vehicles).

General:

-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;
-Other duties as assigned

SUPERVISORY RESPONSIBILITY:

None

ACCOUNTABILITY:

Accountable for following Mercy Corps Field Procurement Manual, Asset Management Policies and Procedures, MC Safety Rules and follow the Transport Guidelines, Mercy Corps Warehousing procedures, the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.

REPORTS DIRECTLY TO: Mission Director, West Bank and Gaza.

WORKS DIRECTLY WITH: Program, Finance staff in West Bank/Jerusalem and Gaza; Procurement and Logistics in Gaza

KNOWLEDGE AND EXPERIENCE:

Degree in a relevant business field is desired. 2-3 years of experience in large scale supply chain management; Strong organizational skills; ability to interact effectively with international and national personnel. Excellent oral and written English skills. 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:

-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
-Computer literate and strong organizational skills


Qualified persons with disability are highly encouraged to apply.

Interested candidates are encouraged to submit a one page cover letter and their CV by e-mail to                  
 

[email protected]

no later than Saturday, 21 October 2017

Only short-listed candidates will be contacted.

Please indicate in the email subject; Procurement & Logistics Coordinator
No application will be accepted if the email subject is not mentioned in the email subject line.
Please apply separate application for each position you are interested in.

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