Position title
PROCUREMENT SPECIALIST
Information

THIS POSITION IS CONTINGENT ON FUNDING.

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. Mercy Corps has been operating in Nepal since 2005, implementing programs in food security, agriculture, market development, financial services, girl’s education, climate change adaptation and disaster risk reduction. We take a systems-based approach in our programming, with the aim of improving the lives and potential of vulnerable individuals and communities across Nepal.

Program / Department Summary

The operations department is committed to implementing and maintaining the highest standards of efficiency and integrity in daily procurement, administration, logistics, asset management, and information technology for field offices Nepal. The overriding objective for all Mercy Corps operations activities are the prompt and effective provision of on-time solutions Mercy Corps’ beneficiary populations in compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications.

World Food Program (WFP) Nepal as a lead/prime organization in partnership with Mercy Corps and other partners, is going to implement a four year School Feeding Program funded by USDA/Food for Education. In the consortium, Mercy Corps provides strategic leadership for program's two of the sub-activities 'Local Purchase of Food: Hybrid Food Basket' and 'Home Grown School Feeding: Technical Assistance Post-Hand Over'.

The aim of the Mercy Corps’ interventions is to facilitate the development of a fully sustainable and locally managed food system for schools. This includes designing and implementing the strategy and detailed roadmap for schools to self-manage a cash-based program where they locally procure and manage relationships and contracts with local producers, cooperatives and suppliers to supply the appropriate and necessary school meal food items during relevant timeframes. The program activities will link school feeding programs to smallholder farmers, farmer's cooperatives, school management, community groups and local government to enhance the program's long-term sustainability. The target area of the program covers five districts in the Sudurpachhim Province (Darchula, Bajhang, Doti, Achham, and Bajura) and one district in the Karnali Province (Jajarkot).

General Position Summary

Mercy Corps is recruiting a Procurement Specialist focused solely on the Home-Grown School Feeding (HGSF) Program. Under the leadership of the Head of Operations, and working directly with the HGSF Program Manager, the Procurement Specialist is responsible for leading all procurement activities under this program, including strategic direction, policy and procedure enforcement, and productivity, problem solving and overseeing day-to-day procurement activities. This position will work closely with Program, Administration, Finance, HR and Logistics departments to facilitate large-scale procurement for the HGSF program, and is instrumental in supporting program activities through their services.

As Gender and Social Inclusion (GESI) is a cross-cutting priority for all Mercy Corps programs, the Procurement Specialist is required to own this and ensure GESI sensitivity and integration to their respective areas of responsibilities

Essential Job Responsibilities

Strategy & Planning

  • Contribute to the country strategic planning process.
  • Helping to set up the support services and ensure the existence of a response procurement plan given the context for the HGSF program
  • Effectively contribute to program implementation and development

Procurement Management

  • Coordinate HGSFP procurement activities and ensure that the procurement department supports the Program efficiently and compliantly.
  • Manage relationships and contracts with the supplier for program needs.
  • Review tender documents and facilitate supplier selection process, help develop a detailed and time bound project procurement plan for procurement of goods.
  • Work closely with program management team to facilitate program planning and upcoming procurement resources needs.
  • Work closely with program and finance teams to successfully deliver activities under the HGSFP 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 (FP3).
  • Work closely with finance and compliance to mitigate fraud, conflict of interest, and legal ramifications of Mercy Corps procurement activities under the HGSF program.
  • Ensure that all Mercy Corps procurement contracts and business transactions/relationships are transparent and incompliance 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 purchase requests (PR)s.
  • 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 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 FP3.
  • 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 and ensuring the acceptance of goods is as per the required procedures.
  • Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.

Other Procurement 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, master lists) and submit report to Program Managers and Head of Operations on monthly basis.

Team Management and Capacity Building

  • Guide, support, and work on building capacity on technical aspects of procurement activities for team members and partners working under the HGSF program, and where required, of procurement staff in Mercy Corps Nepal.
  • Support on interpretation of the MC Procurement Polices and advise on procurement activities to the field staff in Mercy Corps Nepal as needed.
  • Visit field offices as necessary. Be responsible to ensure that procurement activities and practices in Mercy Corps field offices where the HGSF program is being implemented 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:

  • Conduct themselves 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 an MC employee 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.

Finance and Compliance Management

  • Create and maintain systems ensuring effective and transparent use of financial resources for timely and informative reporting in line with donor and Mercy Corps policies and procedures.
  • Ensure compliance with USDA, WFP, and Mercy Corps regulations
  • Build and/or maintain operational systems that ensure proper administrative support for programs.

Security

  • Ensure compliance with security procedures and policies as determined by country leadership.
  • Proactively ensure that team members and community operate in a secure environment and are aware of policies.
Supervisory Responsibility

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.

Reports Directly to: This position reports directly to the Head of Operations

Works Directly with: HGSF Program Manager, HGSF Agriculture Lead, Head of Operations, in-country PALM Team, Program, HR and Finance Department, and HGSF local implementing partners.

Knowledge and Experience
  • At least Bachelor ’s degree in Procurement, Supply Management, Contract Management, Acquisition Management, Strategic Procurement Management or related discipline. A Master’s degree is highly preferred.
  • A minimum of 5 years of experience with procurement and large scale supply chain management for an international organization.
  • Experience of large-scale commodity procurement for USDA-funded programs is an advantage
  • 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 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.
Success Factors

The Procurement Specialist will demonstrate and has a clear understanding of procurement ethics and donor compliance. They have the ability to multi-task and process information into action as not to delay program activities. A clear understanding of procurement ethics and donor compliance is essential. Procurement Specialist should be conscientious with an excellent sense of judgment. They should have the ability to work simultaneously on multiple tasks. They should also have the willingness and ability to work effectively with a wide variety of people. As well as have the ability to work as part of a team and coordinate with project personnel. Good spoken and written English is a must. The Procurement Specialist is expected to be computer literate and with strong organizational skills. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

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

Employment Type
Full-time, THIS POSITION IS CONTINGENT ON FUNDING
Salary Grade
M1
Job Location
Dhangadhi, Nepal
Date posted
February 10, 2021
Valid through
January 12, 2021
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