Deputy Procurement Manager

Job Description - Deputy Procurement Manager

Location: Kathmandu
Position Status: Full-time, Regular
Salary Level: M1

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 under the leadership of Head of Operations is responsible for leading entire procurement support function including strategic direction, policy and procedure enforcement, and productivity, problem solving and overseeing day-to-day procurement activities. Responsible for overseeing the procurement aspects of Mercy Corps’ logistic operation. 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 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 at Country Level.
• Read all program proposals and effectively contribute to program implementation and development.

PROCUREMENT MANAGEMENT

• Coordinate MC-N procurement activities and ensure that the procurement department supports the programs efficiently and compliantly.
• 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 (FP3).
• 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 Head of Operations on monthly basis.

TEAM MANAGEMENT AND 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.
• 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:

• Oversee operations support function in the absence of Head of Operations.
• 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 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 USAID and Mercy Corps regulations related to emergency programming.
• 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.

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.

Supervisory Responsibility: Directly manage Procurement Officer and Provides technical guidance and backstopping to Procurement staffs in Mercy Corps Nepal.
Reports Directly to: This position reports directly to the Head of Operations
Works Directly with: Head of Operations, In-country PALM Team, Program, HR and Finance Department.

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. 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

• Apply Before : Aug-23-2020
• How to Apply for this job?

• Interested candidates are requested to submit Cover letter, updated Resume and Mercy Corps Application Form available at http://nepal.mercycorps.org- by COB August 23, 2020 to the email address: np-jobs@mercycorps.org

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

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