Procurement Coordinator

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

PROGRAM/DEPARTMENT SUMMARY:

Since 2012 the Mercy Corps Syria program provides emergency, life-saving programming to displaced and besieged populations across the country through three operational hubs. 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, and coach targeted Syrian civil society organizations to better and more efficiently serve conflict-affected communities.

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.

GENERAL POSITION SUMMARY:

The Procurement Coordinator is responsible to supervise and ensure procurement and internal control of Mercy Corps Syria in accordance with latest policies and procedures. He/She is responsible for supporting the procurement processes in North West Syria (NWS) with support for procurement team members based in NWS and Amman. He/She will also assist the program activities and any field office procurement related operations.

Working closely with Program, Administration, Finance and; Procurement 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;
• Daily Coordination of procurement activities;
• Adhere to all Mercy Corps procurement policies and procedures. Advise supervisor and colleagues on solution-oriented methods to conduct large and intense procurements while adhering to policies timelines;
• Assist program and operations in regular procurement planning meetings;
• Develop and support standard specifications and processes for purchase and contracting of goods and services to provide improved service, quality pricing and reduce time and administrative costs;
• Ensure procurement ceilings and approval procedures are utilized appropriately;
• Ensure to apply the all steps involve in tendering procedures and lead the tender process;
• Ensure procurement electronic files are maintained in an orderly and up-to-date system, as per Mercy Corps standards;
• Coordinate remotely with procurement team in North West Syria of getting RFQ from local vendors;
• Help design and review tender documents (including the translation English-Arabic) and tender advertisement;
• Coordinate market surveys and maintain a strong knowledge of the local market in NWS and Amman;
• Coordinate with Finance Department to ensure that payments to vendors has been made on-time and without any unnecessary strain on the financial system of Mercy Corps;
• Coordinate remotely with warehouse and transport staff to ensure the timely delivery of all needed materials;
• Closely work with the procurement team and identify the gaps in procurement system and suggest improvements;
• Ensure that Mercy Corps’ procurement activities are legal and moral;
• Collect offers from potential vendors for all operations and program requirements
• Conduct himself/herself both professionally and personally in such manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission
• Other duties as assigned

TEAM MANAGEMENT

• 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.
• Supervise, orient new team members as necessary.
• Provide team members with information, tools and other resources to improve performance and reach objectives.

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: Procurement Officers based in Amman.

Reports Directly To: Operations Manager, Amman

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:

• University degree in a relevant field like Business Management or Supply Chain is desirable.
• 3-4 years of experience in Procurement, Inventory Management, large-scale Logistics Operations, or office administration;
• Experience of remote management 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.
• Experience in ERP or Procurement Management System is desired.
• A demonstrated ability to multi-task and process information into action so 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 the 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.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we encounter through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct eLearning courses upon hire and on an annual basis.

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