PROGRAM/DEPARTMENT SUMMARY:

The Mercy Corps Sudan program provides emergency, life-saving programming, besieged populations across the country through Multiple operational offices. Mercy Corps’ continues to position itself as the implementing partner of choice for Emergency relief programming, Water, Sanitation & Hygiene, Shelter and Livelihood programming. Furthermore, Mercy Corps operates with a wide network of local implementing partners to advise, support.

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.

[Describe overview of job missioGENERAL POSITION SUMMARY:

The Procurement Assistant is responsible for facilitating the procurement aspects of Mercy Corps’ logistic operation.  Working closely with Program, Administration, Finance and Logistics is instrumental in supporting program activities through his/her services.  

ESSENTIAL JOB FUNCTIONS:

• Have a clear understanding of the procurement policy and assist in advising program and office management on required practices and procedures;
• Assists staff as needed on creating clear and understandable purchase requests and other documentation.
• Coordinate the collection of quotations and bids from the market for PRs as assigned by the supervisor – as per Mercy Corps standards and formats.
• Prepare and maintain the contract tracker in coordination with the other departments.
• Maintain the filing system of Procurement documents and update the tracking system accordingly.
• Maintain filing system of procurement files electronically;
• Prepare procurement Master list at the end of each month.
• Remain informed about sources of supply, methods, services and materials and encourage vendors/suppliers to test and develop improved or expanded products and services.
• Assists operations team with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.
• The Procurement Assistant 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.

·       Other duties as assigned.

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.

Accountabilities: 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.

Supervisory Responsibility: None.

Reports Directly To Procurement Officer

Works Directly With Operations Team, Finance and Program staff, especially vendors.

Accountability: Accountable to Mercy Corps Procurement Policy and Procedures. Maintains accurate electronic and hardcopy files of procurement file and other relevant files

Knowledge and experience:

• Degree in relevant business field is desirable.
• Minimum 2 to 3 year of experience in Procurement, Inventory Management, Logistics or office administration.
• Experience of working in a remote management setup is desirable.
• Strong organizational skills: ability to interact effectively with international and national personnel.
• Excellent oral and written English and Arabic skills.
• Strong computer skills on MS Office 365, especially 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.
• Must read and understand the Mercy Corps Procurement & Logistics Management and Procedures and demonstrate willingness and ability to follow guidelines.
• Experience in community work and/or experience in project implementation.

SUCCESS FACTORS:

Fast thinker and creative problem-solving. Flexibility and creativity in planning. Ability to take initiative, learn quickly, and be accountable for results. Ability to understand the larger picture while remaining focused on the details. Awareness of and sensitivity to multi-cultural international development work. Even temperament and a good sense of humor. Ability to get along and familiarize with nuanced roles and personalities. High-security awareness.