(Vacancy Announcement No. MC-VA-481218)
DEADLINE FOR APPLICATIONS: 31 December 2018
* qualified applicants will be interviewed on a rolling basis so please send applications as soon as possible*
Duty Station : Yangon
Number of Opening(s) : 1
Duration : 1 Year
The Operations 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.
[Describe overview of job missioGENERAL POSITION SUMMARY:
The Procurement Assistant is responsible for facilitating the procurement aspects of Mercy Corps’ logistic operation. Working closely with Program, Administration, Finance and Logistics, under the close supervision of the Procurement Officer in supporting program/operations activities in the operations team.
ESSENTIAL JOB FUNCTIONS:
§ Assist the procurement officer with daily procurement activities in collaboration with programs/operations
§ Has a full understanding of current MC procurement policies and formats, to apply and practice the daily works in line with these policies and procedure.
§ Assists staff/originator to initiate the PR in line with procurement lead time and as needed to be clear and understandable purchase requests with specifications and SoW. ;
§ Collects quotations and bids from the market for PR-s as assigned by Sr. Procurement Officer – as per Mercy Corps standards and formats;
§ Interact with Vendors during collection of quotations – explain Mercy Corps formats and ensure/ assist the vendors how to fill/use the provided forms, but not to assist and tell them what to fill/complete in the forms.
§ Ensure that the collected from have the vender’s signature/seal or business logo,
§ Ensure fair competition and strictly adhere to MC procurement rules regarding vendor relations as described below:
» Always accord prompt and courteous reception and fair and equal treatment to all vendors/suppliers and their representatives.
» Provide equal opportunity for vendors/suppliers to make price and specification quotations.
» Guarantee the confidentiality of all specifications and price quotations made by vendors/suppliers.
» Decline to take advantage of vendors’ /suppliers’ errors, and show consideration for vendors’/suppliers’ difficulties by co-operating with them whenever possible.
» Avoid subjecting vendors/suppliers to needless expense or inconvenience when requesting quotations or returning goods.
» Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their quotations/bids/proposals.
» Remain scrupulously free of obligations to any vendor/supplier.
» Remain informed about sources of supply, methods, services and materials and encourage vendors/suppliers to test and develop improved or expanded products and services.
» Inform vendors/suppliers about current and anticipated requirements.
» If, for any reason, one vendor/supplier is permitted to re-quote (submit a revised quotation), all competitors should be given the same opportunity. Re-quoting should be kept to an absolute minimum.
§ Interact with suppliers/contractors, in coordination with the Sr. Procurement Officer
§ Prepare the required documentation of supplies and transactions are completed to MC standards.
§ Assist the daily vehicle arrangement while the Sr. Logistics Officer out of office;
§ Assists P&L Management with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets and providing the documents required for asset data entry
§ The Procurement Assistant will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
§ Other duties as assigned
Accountable for following Mercy Corps FP3, the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.
REPORTS DIRECTLY TO: Senior Procurement Officer
WORKS DIRECTLY WITH: Program, Procurement & Logistics
KNOWLEDGE AND EXPERIENCE:
Degree in a relevant business field is desired. Minimum 1-year experience in supply chain management; international business or related field. Strong organizational skills; ability to interact effectively with international and national personnel.
Good oral and written English skills. Good computer skills on MS Office programs, especially in MS Excel. A demonstrated ability to multi-task and process information into action as to not delay program activities. A clear understanding of procurement ethics and donor compliance is essential.
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