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Procurement and Logistics Coordinator

Kathmandu     Full Time   Deadline : 2024-03-24 Closed
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  Mercy Corps
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Short Info
  • Career Level:
  • No. of Vacancy: 1
  • Experience: - Years
  • Views: 98
  • Apply Before: 2024-03-24 (Closed)
  • Offered Salary: Negotiable
  • Gender: Both
  • Driving License: Yes
  • Education Preference:
  Job Description:

STRATEGY & PLANNING 

  • Contribute to the country’s strategic planning process. 
  • Helping to set up the procurement and logistics support services and ensure the existence of a response procurement plan given the context at the Country Level. 
  • Read all program proposals and effectively contribute to program implementation and development.


PROCUREMENT MANAGEMENT 

  • Coordinate MC-N procurement activities and ensure that the procurement supports the programs efficiently and compliantly. 
  • Manage relationships and contracts with the supplier for program needs. 
  • Review tender documents and manage supplier selection process, developing a detailed and time bound project procurement plan for procurement of goods.   
  • Work closely with program management to facilitate program planning and upcoming procurement resources needs. 
  • 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. 
  • Responsible for the management of all project procurement functions compliance and control as described in Mercy Corps Field Procurement Manual ProSource (FP3ProSource). 
  • Work closely with finance and compliance 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 local law and Mercy Corps/donor policies. 


SEALED BIDS AND TENDER DOCUMENTS 

  • Review, standardize, and give inputs as required for the received request as per MC Standard and Formats.  
  • Support and oversee request for quotation/ tender documents to collect the bids upon receipt of the approved PR. 
  • Ensure standard procedure of bid collection from the market for approved PR’s as needed and as per Mercy Corps Standards and Policies. 
  • Coordinate and communicate with vendors/service providers during collection of quotations. Explain Mercy Corps formats and ensure that vendors/ service providers use the provided forms.  
  • Ensure fair competition in the bid selection process. 
  • Ensure strict adhere to MC procurement rules regarding vendor/ service provider. 
  • Form and coordinate with Bid committee to ensure competitive selection of the bid as per guidelines mentioned in MC Field Procurement Manual. 
  • Finalize the Purchase Order (PO) or Contract to be issued to the vendor/ service provider. Ensure timely renewal of all agreements. 
  • Ensure the received goods are as per the order placed. 
  • Oversee and ensure Procurement Officer prepares the required documentation of supplies and transactions are completed as per MC Standards. 


LOGISTICS MANAGEMENT 

  • Documentation and inventory.
  • Ensure the timely procurement process and logistics for events, training, meetings.
  • Ensure the proper packaging, transportation/delivery and storage of goods and supplies at the Country Office. 
  • Good knowledge of cargo management. distribution and delivery processing
  • Keep up to date documentation system of logistics as er the Mercy Corps Manual.  


ASSETS MANAGEMENT

  • Responsible for logging all new Mercy Corps assets in MC Nepal in the asset register and ensuring the appropriate coding and tags are placed on each item as per the procurement. 
  • Regularly updates asset register with changes and new acquisitions.
  • 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.
  • Schedule and conduct physical count of assets on different locations, projects, and sites.
  • Ensure all lost, damaged, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed.
  • Assist and coordinate project staff on inventory issues. Assist in providing end of project reports on inventory and equipment lists locations and status.
  • Maintain inventories of all Mercy Corps premises (non-expendable properties) conduct regular checks (quarterly).
  • Identify assets during the course of procurement and notify the Asset Controller on receipts of assets. 


OTHER ACTIVITIES 

  • Be informed of the sources of supply, methods, services, and goods available in the local market. 
  • Maintain database with contact details of relevant and potential vendors’/service providers to expedite the procurement process. 
  • Maintain confidentiality of all specifications and price quotations made by vendors. 
  • Maintain electronic records (PR form, ongoing and completed master lists) and submit reports to Program Managers and Head of Operations on monthly basis. 
  • Be informed of the sources of supply, methods, services and goods available in the local market. 
  • Visit the local market as necessary to understand the available supply of goods in the market and its specifications. 
  • Ensure database of frequently procured goods/services price list in ProSource.  
  • Maintain confidentiality of all specifications and price quotations made by vendor’s/service providers. 
  • Be responsible in completing the required documentation for procurement activities and maintaining the required files as outlined in the MC Policy. 
  • Maintaining electronic records (PR form, ongoing and completed master lists) 
  • 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.
  • Collaborate with head of Operations to provide guidance and support on technical aspects of procurement activities to field-based procurement staff in Mercy Corps Nepal. 
  • Support on interpretation of the MC Procurement Polices and advise/coordinate on procurement activities to the field staff in Mercy Corps Nepal as needed. 
  • Ensure that the procurement filing system is in place and in accordance with the Procurement filing procedures as outlined in the Procurement Manual. 


TEAM MANAGEMENT AND CAPACITY BUILDING 

  • Guide, support, and work on building capacity on technical aspects of procurement and logistics activities of all operations in Mercy Corps Nepal. 
  • Support on interpretation of the MC Procurement Polices (FP3 ProSource), SoPs and Forms to the field staff in Mercy Corps Nepal as needed. 
  • Visit field offices as necessary. Be responsible for ensuring that procurement activities and practices in all Mercy Corps field offices are in place and as per MC standards. 
  • Create and sustain a work environment of mutual respect where team members strive to achieve excellence. 
  • Promote accountability, communicate expectations, and provide constructive feedback via regular performance reviews. 
  • Provide team members with information, tools and other resources to improve understanding of procurement policies and requirements and related documentation. 

 

OTHERS

  • Oversee operations support function in the absence of Head of Operations. 
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and not to jeopardize its humanitarian mission. 
  • Ensure proper integration of GESI aspects into department planning and implementation as relevant. 
  • Mercy Corps as a humanitarian agency is expected to response as and when crisis and humanitarian situation engulfs. As MC employees all staff are expected to be part of humanitarian and emergency response in addition to their regular roles and responsibilities in such situations. 
  • Other duties as assigned by the Head of Operations and Country Director. 
Education + Experience
  • At least Bachelor ’s degree in Business Management, Supply Management, Logistics Management and Procurement of goods and services. Master’s degree is highly preferred. 
  • A minimum of 2 years of working experience with an International Organization for managing procurement, supply management and logistics management. 
  • Must have knowledge and experience in ProSource.  
  • Must have knowledge of digital tools, technologies, and software for documentation. 
  • A clear understanding of procurement ethics and donor compliance is essential. 
  • Strong organizational skills and demonstrated ability to multi-task and process information into action so as to not delay program activities. 
  • Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members. 
  • Excellent oral and written English skills and ability to interact effectively with international and national personnel. 
  • Ability to work effectively with an ethnically diverse team in a sensitive environment. 
  • Excellent analytical and self-motivation skills; excellent advocacy and persuasion skills; able to think critically. 
  • Demonstrated skills in capacity building, mentoring, leadership, and organizational development. 
Benefits

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