Logistics and Procurement Officer – Gulu – Mercy Corps

PROGRAM/DEPARTMENT SUMMARY:
Mercy Corps has been operating in Uganda since 2006. It has and continues to implement programs in Acholi and Karamoja sub regions. Mercy Corps is taking a community-led, market driven approach to address poverty and food insecurity needs through interventions that get to the root causes and contributing factors of economic vulnerability. Donors include the United States Agency for International Development (USAID), United States Department of Agriculture (USDA), Walmart Foundation (BUILD).

GENERAL POSITION SUMMARY:
Under the guidance and supervision of the Senior Operations Manager, he/she is responsible for the overall Procurement, Administration & Logistics management of the Office. In charge of office operations department, he/she will make sure that all programs in the field are fully supported timely and accurately with all logistics needs. He/she is the key person for all Operations arrangements and coordination.

ESSENTIAL JOB FUNCTIONS:
The following roles shall be performed:

Procurement
• Has a full understanding of MC procurement policies and formats. Provide training to staff on these policies;
• Enforce proper use of procurement ceilings and approval procedures.
• Ensure that Mercy Corps’ procurement activities are legal and moral.
• Assist Program and Operational personnel in regular procurement planning meetings.
• Obtain quotations and bids from the market for PRs as per Mercy Corps standards and formats;
• Interact with contractors, in coordination with the Program.
• Ensures that the required documentation of supplies and transactions are completed to MC standards.
• 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
• Ensure that purchase status and completed purchases reports using the Ongoing PR Masterlist and PR Master list are updated regularly and reported to the supervisor on weekly basis.
• Plan goods delivery to MC offices and/or Project sites in accordance to the needs, while minimizing cost and taking in to account effects of seasonal rains.
• Maintain strict adherence to MC and relevant donor procurement, warehouse policies and procedures.
• Prepare for receipt of goods purchased for office or programmatic activities at Moroto office (considering the need for segregation of duties in the process
• All other activities to ensure the smooth and consistent delivery of goods and supplies to offices and/or distributions points.

Fleet management:
• Reads and has a clear understanding of the Mercy Corps Fleet Management procedures.
• Ensure that all vehicles are safe and road-worth and 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 of fuel consumptions.
• Schedule vehicle use to meet programmatic and operational needs. Maintain vehicle movement board daily. Oversee and ensure proper use of the vehicles.
• Oversee fuel consumption purchase and tracking including coordination with gas station(s)
• Organize cleaning of vehicles and motorcycles.
• Organize regular service schedules for vehicles and 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.
• Manage drivers’ leave schedules ensuring smooth operation of the fleet.
• Ensure drivers are licensed and trained. Participate in hiring and disciplinary measures for drivers.
• Coordinate with drivers to ensure regular vehicle communications is in place.
• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
• Ensure that security incident reports are completed and filed including all vehicles’ related incidents).
• Ensure that accident reports are completed and filed.
• Responsible for oversight of vehicle rentals including tracking of leases and payments.

Administration
• Oversee the smooth flowing of routine, administrative work of Mercy Corps office
• Ensure office and personnel policies are in compliance with Mercy Corps Field Administration Manual and National Staff Policy Handbook.
• Ensure adherence to all Mercy Corps administrative procedures by support staff.
• Ensure proper functioning and maintenance of the office equipment and other facilities;
• Along with Program Manager/Director and HR, oversee maintenance of personnel files for the base office and ensuring leave records of all staff are properly maintained and updated.
• Assist, as required, with coordination of administrative duties in other Mercy Corps Offices
• Liaise with government agencies as directed by Program Director.
• Participate in disciplinary actions, hiring and termination meetings with program staff upon request;
• Maintain confidentiality of all national staff personnel issues including disciplinary procedures and contracts
• Attend coordination meetings as discussed and agreed upon by supervisor;
• Ensure adherence to Mercy Corps national staff policies by all staff;
• Assist in conducting or arranging for trainings and/or other human resource development activities.

File Maintenance:
• All logistics and operations files must be clearly maintained. These files must always be updated, organized, clearly marked, and complete. These will include, but will not be limited to:
• Manuals documentation, receipts and other important documents
• Copies of goods received notes for all procured items purchased in Kampala or other offices
• All vehicles’ files must be properly and clearly filed at all time and easily accessible
• All incidents or related reports are captured and properly filed
• Produce and file other reports as necessary.

Others
• Supervise the guards, drivers, office Assistant on the day to day activities and report to the Supervisor any incidents as soon as they happen.
• Maintain contact with partners (NGO partners and others) to ensure smooth coordination of Logistics, Security and transportation activities.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps.
• Perform other tasks as requested and needed by Mercy Corps Operations.

HOW TO APPLY:
Applications: Submit your E-mailed application including a cover letter clearly stating your salary requirements, CV (with 3 referees), and copies of academic qualifications/certificates through the Human Resource Manager to mcjobs@ug.mercycorps.org Deadline for Submission: Close of business on December 11, 2015 Only short-listed candidates will be contacted by Mercy Corps. Mercy Corps is an equal opportunity employer; female candidates are strongly encouraged to apply.