Procurement Coordinator
Procurement Coordinator
About Mercy Corps
Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do
their best work when they are diverse and every team member feels that they belong. We welcome
diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.
The Program / Department / Team (Program / Department Summary)
Mercy Corps has been present in Jordan since the 2002, helping citizens work toward building a more
peaceful and hopeful future. Mercy Corps has been addressing the humanitarian needs in Jordan
through a diverse portfolio of development and relief programs.
The Procurement coordinator will work within the Procurement department unit which falls under
Operations Department. The Operations department ensures that systems and practices needed for
the healthy and efficient operational support is present for effective implementation of MC Jordan’s
programs/projects.
The Position (General Position Summary)
The Procurement Coordinator is responsible for enabling excellence in all major procurement functions
in Jordan. He/she will have a focus on assisting the Procurement Manager on processing the large
procurements needed by the different programs supporting up to 10 Mercy Corps projects, and
managing the Procurement Team.
The Procurement Coordinator will oversee and be in charge of a demanding schedule of large
procurements and tenders, along with coaching and building the capacity of the Procurement Team to
be able to master all different types of procurement processes in compliance with the procurement
policy (FP3). The success of the programs will depend on a strong relationship between Mercy Corps
procurement, program and finance teams. He/she will be also in charge of building strong internal
relations based on trust, integrity, competency, and extreme cooperation. The Procurement Coordinator
will work closely with the Procurement Manager and other Procurement Team members to facilitate
transparent flows of information, as well as to ensure accountability of on-time delivery of goods and
services and proper planning from programs. The country program requires high-paced procurement to
service a large development portfolio.
In the absence of the Procurement Manager or as required in terms of procurement activities volume;
the Procurement Coordinator backstops the Procurement Manager in the functions in Jordan related to
managing and following up with the team, following up with program managers, attending GMMs and
other meetings as needed.
Essential Responsibilities
Contracts Management, Review and Approvals:
• Review all contracts drafted by the Procurement Team members on the procurement system
(ProSource) and advise the modifications needed to mitigate all anticipated risks and/or
problems at the receiving and payment stage, before submission for finance approval.
• Ensure that all procurement processes and workflows carried out by the team are compliant
with the field procurement policy FP3 outlines.
• Manage all contracts for shared services, track payments, performance and consumption,
manage the renewal process for these contracts and kick-off the new process when needed.
Managing Complex Small Procurements:
• Lead and facilitate the procurement process for complex small (value between 1,500 and 20K
USD) Purchase Requests by fully understanding and analyzing the requirement(s), identifying
potential suppliers, communicating with suppliers and completing their registration on the
Procurement System (ProSource), following up with programs and all other stakeholders to
complete solicitation and awarding processes properly in the Procurement System (ProSource)
as per the Field Procurement Policies and Procedures (FP3) and other relevant SOPs.
• Work with all Mercy Corps staff to ensure smooth introduction and adoption of procurement
systems.
• Manage and follow up on market surveys to optimize the performance and the deliverables of
the Procurement team.
• Identify potential new suppliers in market for major goods and services that are not covered
under Master Agreements.
• Follow up with suppliers to ensure all deliverables, quality standards and deadlines are met, and
update program focal points accordingly.
• Ensure proper archiving and documentation of all paperwork, approvals, communication,
decisions… etc. in the workflow.
• Facilitate refreshers and/or training sessions as needed to ensure proper understanding of the
Field Procurement Policies and Procedures (FP3) by other departments, and the different types
of transactions on the Procurement System (ProSource).
• Work closely with Program and Finance teams to deliver successful and on-time outcomes
while demonstrating excellent stewardship of donor funds and compliance with MC and donor
regulations.
• Ensure that all Mercy Corps procurement contracts and business transactions/relationships are
transparent and
in compliance with Jordanian law and Mercy Corps/donor policies and raise any flags to the
Procurement Manager if necessary.
• Facilitate Procurement aspects of program planning, and upcoming procurement resources
needs.
Tenders Management and Facilitation:
• Work with all Mercy Corps staff to ensure smooth introduction and adoption of procurement
systems related to standard tenders (value between 20K and 150K USD) and high value
tenders (value above 150K USD).
• Ensure that MC team and programs understand their roles and responsibilities in terms of
interaction with Procurement and other stakeholders throughout the tendering process and
define the tasks they need to perform on the Procurement System (ProSource) and during
committee meetings, ensuring that the process goes in line with Field Procurement Policies and
Procedures FP3.
• Be responsible for and assure full and proper implementation of Mercy Corps systems of
management, compliance and control as described in Mercy Corps field Procurement Policies
and procedures FP3 for all programs’ procurement functions.
• Work with Finance, Compliance and Procurement team members to mitigate fraud, conflict of
interest and legal ramifications of Mercy Corps activities.
• Assist Procurement Manager in managing relationships and contracts with the suppliers for
program needs in collaboration with the Procurement Department.
• Lead and facilitate standard tenders (value between 20K and 150K USD) and high value
tenders (value above 150K USD) processes, with the assistance of other Procurement
Officer(s) and/or Procurement Assistant(s) if needed, by ensuring proper advertising for tenders
and proper archiving for all documents, registering interested bidders in the system, leading all
tender committee meetings, properly-documenting the meetings’ outcomes and decisions,
communicating with bidders on behalf of the committee and facilitating the whole supplier
selection process.
• Liaise with HQ global and procurement teams for reviews and follow ups related to High Value
Tenders.
• Work closely with the Procurement Manager to ensure compliance and timeliness of the
tendering and contracting processes.
• Lead and oversee the due diligence process for standard tenders and conduct visits to suppliers
as part of this process.
• Manage ‘on-time’ tracking system for tenders and reporting function within Mercy Corps Jordan.
• Work closely with Program and Finance teams to deliver successful and on-time outcomes
while demonstrating excellent stewardship of donor funds and compliance with MC and donor
regulations.
• Ensure timely and accurate processing and documentation (hard and soft copy) of all tenders,
and manage the whole workflow on the Procurement System (ProSource) as described in the
Field Procurement Policies and Procedures (FP3) and the relevant SOPs.
• Ensure that all Mercy Corps procurement contracts and business transactions/relationships are
transparent and
in compliance with Jordanian law and Mercy Corps/donor policies and raise any flags to the
Procurement Manager if necessary.
• Manage and follow up on market surveys to optimize the performance and the deliverables of
the Procurement team.
• Facilitate the prequalification process for all types of goods/services as needed by the
programs/departments of the Organization, under the supervision of the Procurement Manager.
Tendering Process Review:
• Assist the Procurement Manager in reviewing the process and the documentation of all tender
processes carried out by the team, ensuring that all steps followed and decisions made are in
accordance with the field procurement policy FP3 and the relevant SOPs.
• Verify that all tender documents, communication, records are properly uploaded and archived in
the procurement system (ProSource).
Special Circumstances Procurements:
• Advise and assist programs in structuring their requests for Special Circumstances
Procurements (NTFs, MEPs and MPPs) after consultation with the Head of Operations.
• Assist the Procurement Manager and Head of Operations in drafting NTFs, MEPs & MPPs ;for
the Procurement Manager’s and Head of Operation’s review.
• Ensure that all paperwork and documents related to special circumstances procurements are
archived properly in the Procurement System and/or offline.
Program Reporting:
• Provide full and detailed updates about the procurement processes of all PRs raised by the
program whenever needed or as requested by DCOPs and/or program managers, by following
up and checking with the direct reports working on these procurements.
• Submit weekly or bi-weekly reports (or as requested by the DCOPs/ program managers) to
summarize the status of all PRs and contracts under execution, along with any
recommendations or action points.
• Attend programs’ weekly/bi-weekly meetings, update the program’s trackers, raise any concerns
or red flags to the DCOP/ program managers.
Supplier Performance Management:
• Call for, arrange and lead meetings with suppliers based on the need and program
recommendations.
• Resolve conflicts and performance-related problems with suppliers, and propose possible
solutions.
Team Management:
• Assist the Procurement Manager in developing the capacity of junior-level procurement team
members under his/her direct supervision.
• Follow up with direct reports on the progress of their PRs, guide them through the process,
discuss and solve problems and bottlenecks and work on improving their knowledge and
efficiency.
• Train direct reports on the procurement policies and procedures set in the field procurement
policy FP3.
• Train direct reports on using the procurement system (ProSource) to complete different types of
workflows.
• Give the procurement staff the needed experience and knowledge in the tendering process.
• Build the capacity of the team and assist with continued development of career path for
procurement staff.
• Backstop the procurement manager in all procurement functions related to the programs as
delegated, and cover for his/her absence in leading and managing the Procurement Team.
Personal Leadership:
• Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and
composure, even under difficult circumstances. Develop strong and productive working
relationships – specifically with finance and program teams.
• Maintain high ethical standards and treat people with respect and dignity.
• Demonstrate an awareness of his/her strengths and development needs.
Supervisory Responsibility
Procurement Officer, Procurement Assistant.
Accountability
Reports Directly To: Procurement Manager
Works Directly With: Procurement Manager, Senior Procurement Officer, Procurement Officer,
Procurement Assistant, Logistics staff, Program Managers and staff, Finance Manager,
Engineering Department, IT Department (Vendor Data Admins)
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our
program participants, community partners, other stakeholders, and to international standards guiding
international relief and development work. We are committed to actively engaging communities as
equal partners in the design, monitoring and evaluation of our field projects.
Minimum Qualification & Transferable Skills
• Degree in a relevant business field, industrial engineering or logistics and supply chain is
desired.
• More than 7 years of field experience of managing tenders and small procurements with
humanitarian NGOs .Demonstrated attention to detail, following procedures, meeting deadlines
and problem-solving independently and cooperatively.
• Required at least 2 years of proven experience in supervising junior staff.
• Knowledge of Mercy Corps systems and procedures is desired;
• Experience in using SAP Ariba system is a plus.
• Required at least 2 years proven experience in dealing directly with procurement regulations of
donors including but not limited to USAID, EC, ECHO and UN agencies funding.
• Excellent negotiation, follow up and representation skills.
• Effective and excellent verbal and written communication, organizational, prioritization and
Microsoft Office applications.
• Excellent oral and written English skills are required.
• Ability to work effectively with an ethnically diverse team.
Success Factors
The successful Procurement Coordinator will be good at problem solving and self motivation, and has
the ability to deliver successful programs while demonstrating excellent stewardship of donor funds and
compliance with MC and donor regulations. S/he will maintain strong cooperative relationships with
other departments and interact effectively with international and national personnel, while
demonstrating the ability to multi-task, meet deadlines and process information in support of changing
program activities. S/he will be able to live and work closely with a diverse team of individuals and be
willing to travel regularly to Mercy Corps field offices, project sites and supplier premises. The most
successful Mercy Corps staff members have a strong commitment to teamwork and accountability,
thrive on evolving and changing environments, and make effective written and verbal communication a
priority in all situations.
Competencies
• Communication skills
• Impact and Influence
• Decision making skills
• Problem Solving Skills
• Focus on Quality
Living Conditions / Environmental Conditions
The position is based in Amman, Jordan.
Ongoing Learning
In support of our belief that learning organizations are more effective, efficient and relevant to the
communities we serve, we empower all team members to dedicate 5% of their time to learning activities
that further their personal and/or professional growth and development
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment
to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking,
we are better able to leverage the collective power of our teams and solve the world’s most complex
challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives
and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best
work of their lives.
We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and
evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We
actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger
and have sustained global impact.
We are committed to providing an environment of respect and psychological safety where equal
employment opportunities are available to all. We do not engage in or tolerate discrimination on the
basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or
ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other
protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with 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. 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.
