Procurement and Logistic Manager

Position Title: Procurement and Logistic Manager  
Location: One Year with possibility of extension.
Department: Procurement and Logistic 



Mercy Corps is a non-profit, non-governmental international humanitarian 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 over 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.

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.

Main Responsibilities:

1-Daily coordination of MC procurement activities;
2-Ensure that the procurement department supports the programs efficiently and compliantly.
3-Has a full understanding of MC procurement policies and formats. Provide training to staff on these policies;
4-Enforce proper use of procurement ceilings and approval procedures.
5-Ensure that Mercy Corps’ procurement activities are legal and moral.
6-Assist Program in regular procurement planning meetings.
7-Assists staff  as needed on timely completion of purchase requests and other documentation;
8-Oversee the gathering of quotations and bids from the market for PR-s as – as per Mercy Corps standards and formats;
9-Interact with contractors, in coordination with the Program & Head of Operations;
10-Ensures that the required documentation of supplies and transactions are completed to MC standards.
11-Preparation of status reports on deliveries for Programme Managers and office Management and recipient of supplies. Assist in the maintenance of thorough procurement files as outlined in the MC procurement policy; 
12-Regularly review purchase status and completed purchases reports using the Ongoing PR Master list and PR Master list.
13-Ensures that the procurement filing system is in place and in accordance with the Procurement filing procedures as outlined in the Procurement Manual.
14-Coordinate with the Warehouse on delivery of items including completion of Goods Received Notes, storage of items and transfer of items to field sites.
15-Coordinate with the Finance Department to ensure that payments to vendors are made on-time and without any unnecessary strain on the financial systems of MC
16-Maintain file on market prices for commonly-bought items.
17-Establish preferred supplier agreements for commonly used item
18-Ensure that procedures outlined in the Mercy Corps Asset Management Manual are implemented in Mercy Corps Offices.
19-Responsible for logging all new Mercy Corps assets in MC Gaza Office in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions.
20-Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual;
21-Schedules and conducts physical count of assets on different locations, projects and sites;
22-Provides a regular physical count/check where all assets are located and their status confirmed; coordinate with the Administration  for tracking assets in other offices to ensure the locations and status of assets that have moved between offices;
23-Update the electronic database monthly and provide an electronic copy to Head of Operations; A hard copy is printed, signed and filed in the assets folder;
24-Advises colleagues on guidelines of Mercy Corps asset and equipment use guidelines.
25-Ensure all lost, damage, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;
26-Maintain inventories of all Mercy Corps premises (non-expendable properties) and conduct regular checks (quarterly).
27-Coordinate with the Logistic Officer to ensure that all vehicles are safe and road-worthy.
28-Ensure that all vehicles have proper on-board vehicle documentation.
29-Review and ensure a completed administrative vehicle files for each vehicle.
30-Review the monthly vehicle log-sheets and fuel consumption.
31-Ensure vehicles are assigned to meet programmatic and operational needs.
32-Oversee and ensure proper use of the vehicles.
33-Ensure cleaning of vehicles.
34-Daily coordination with the warehouse manager on the goods transportation and delivery.
35-Ensure the timely delivery of supplies to respective Projects with the coordination of warehouse manager and MC transport pool.
36-Updating Programme managers with the materials delivery  to the assigned warehouses on regular basis
37-Ensure that the logistical staff are coordinating with the warehouse keepers on registering and recording all the received and transported materials to the projects sites warehouses.
38-The Procurement & Logistic Manager will 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.
39-Other duties as assigned.

SUPERVISORY RESPONSIBILITY:

Directly supervises the Procurement Officers and Logistic Officers

ACCOUNTABILITY

Accountable for following Mercy Corps Field Procurement Manual, the MC Code of conduct regarding procurement activities, MC Conflict of Interest policy, Assets Management Manual and Fleet Management Manuel.


REPORTS DIRECTLY TO: Head of Operations.

WORKS DIRECTLY WITH:

Co-ordinates with Mercy Corps program and operations staff

KNOWLEDGE AND EXPERIENCE:

-A BA/S or equivalent in Business Administration or relevant fields. An advanced degree is preferred.
-Four years of experience with international NGO in the field of supply and logistic. .   
-Strong Organizational Skills
-Ability to interact effectively with international and national persons.
-Advanced computer skills in MS Office programs, particularly Excel
-Prior management experience and strong organizational skills
-Excellent oral and written English skills


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.
 

Interested candidates are encouraged to submit a one page cover letter and their CV by e-mail to”
[email protected]  no later than Sunday, November 07, 2010.
       
Only short-listed candidates will be contacted.
Please indicate in the email subject; Procurement and Logistic  Manager.
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.