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.

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