Deputy Procurement Manager

Mercy Corps

Details / requirements:

Mercy Corps is an international, non-governmental humanitarian relief and development agency that exists to alleviate suffering, poverty and oppression by helping people build secure, productive, and just communities. Mercy Corps works in more than 40 countries, and has been present in Nepal since 2005. In Nepal, Mercy Corps works to build the absorptive, adaptive, and transformative potential of vulnerable individuals and communities across the country. Through a systems-based approach to market development, financial services access, disaster risk reduction, climate change adaptation, and youth engagement, Mercy Corps builds resilience among target communities.

Mercy Corps invites applications from all interested and potential Nepali candidates for the following position(s):

Deputy Procurement Manager -1, based in Kathmandu with frequent travel to Mercy Corps field offices

Please refer to nepal.mercycorps.org for the full position description.

“Fostering a diverse and open workplace is an important part of Mercy Corps’ vision, and we encourage people from all backgrounds, especially women and members of disadvantaged groups to apply. Mercy Corps is an Equal Opportunity Employer”.

Interested candidates are requested to submit Cover letter and Mercy Corps Application Form available at http://nepal.mercycorps.org by COB August 06, 2017 to the email address below: 

Only shortlisted candidates will be contacted. Telephone enquiries will not be entertained.

Attn: Human Resources Department

[Please mention the title of the Position on the subject line of the e-mail while applying]

Email to: np-jobs@mercycorps.org

Position Title:  Deputy Procurement Manager

Duty Station:  Kathmandu with occasional travel to Mercy Corps field offices

Position Category:  Full-time AND Regular

Salary Level:  M1

Current Employee:  N/A

BACKGROUND:

Mercy Corps is an international, non-governmental humanitarian relief and development agency that exists to alleviate suffering, poverty and oppression by helping people build secure, productive, and just communities. Mercy Corps works in more than 40 countries, and has been present in Nepal since 2005. In Nepal, Mercy Corps works to build the absorptive, adaptive, and transformative potential of vulnerable individuals and communities across the country. Through a systems-based approach to market development, financial services access, disaster risk reduction, climate change adaptation, and youth engagement, Mercy Corps builds resilience among target communities.

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 (PALM) 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.

GENERAL POSITION SUMMARY:

The Deputy Procurement Manager is responsible for leading entire procurement support function including strategic direction, policy and procedure enforcement, productivity, problem solving and overseeing day-to-day procurement activities. Working closely with Program, Administration, Finance, HR and Logistics; the Deputy Procurement Manager is instrumental in supporting program activities through his/her services.

As Gender and Social Inclusion (GESI) is cross-cutting for all Mercy Corps Program; the Deputy procurement Manager is required to own this and ensure GESI sensitivity and integration to his/her respective areas of responsibilities

ESSENTIAL JOB FUNCTIONS: 

The specific duties and responsibilities of the Deputy Procurement Manager include, but are not limited to, the following:

Strategy and Vision

  • 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 of both countries and the cross-border needs.
  • Read all program proposals and effectively contribute to program implementation and development.

Procurement Management

  • Manage relationships and contracts with the supplier for program needs.
  • Review tender documents and manage supplier selection process, developing a detailed and time bound project procurement plan for procurement of goods. 
  • Work closely with program management to facilitate program planning and upcoming procurement resources needs.
  • Work closely with program and finance teams to deliver successful programs 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.
  • Work closely with finance and compliance to mitigate fraud, conflict of interest, and legal ramifications of Mercy Corps procurement activities.
  • 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 PR.
  • 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 Field Procurement Manual.
  • 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.
  • Oversee and ensure Procurement Officer prepares the required documentation of supplies and transactions are completed as per MC Standards.
  • Identify assets during the course of procurement and notify the Asset Controller on receipts of assets.

Others 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, ongoing and completed master lists) and submit report to Program Managers and Operations Manager/Director on monthly basis.

Capacity building:

  • Guide, support, and work on building capacity on technical aspects of procurement activities of all 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 all Mercy Corps field offices are in place and as per MC standards.

Others:

  • Oversee operations support function in the absence of operations manager/director.
  • Conduct himself/herself 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 Supervisor. 

ORGANIZATIONAL LEARNINGS: As part of Mercy Corps’ agency-wide Organizational Learning Initiative, all team members are responsible for spending 5% of their work time in formal and/or non-formal professional learning activities.

ACCOUNTABILITY TO BENEFICIARIES: 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: Directly manage Procurement Officer and other Procurement Department staffs. Provide technical guidance and backstopping to Procurement staffs in Mercy Corps Nepal.

REPORTS DIRECTLY TO: Operations Manager/Director.

WORKS DIRECTLY WITH: Supervisor, In-country PALM Team, Program, HR and Finance Department.

ACCOUNTABLE TO: Operations Manager/Director; Position Description; National Staff Policy Handbook; Code of conduct and Mercy Corps policy and procedures. 

KNOWLEDGE AND EXPERIENCE: 

  • At least Bachelor ’s degree in Procurement, Supply Management, Contract Management, Acquisition Management, Strategic Procurement Management or related discipline. Master is preferred. 
  • A minimum of 5 years’ of experience in large scale supply chain management for an international organization.
  • 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.

SUCCESS FACTORS:

A Deputy Procurement Manager demonstrates and has a clear understanding of procurement ethics and donor compliance. S/he has 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.  Deputy Procurement Manager should be conscientious with an excellent sense of judgment. S/he should have the ability to work simultaneously on multiple tasks. S/he 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. Deputy Procurement Manager is expected to be computer literate and with strong organizational skills.

Overview

Category Administrative / Management
Openings 1
Experience 5+ years
Education Please check vacancy details
Posted Date 27 Jul, 2017
Apply Before 06 Aug, 2017
City Kathmandu