General Position Summary

The Procurement and Logistics officer is responsible for facilitating the procurement aspects of Mercy Corps’ Logistic Operations. Working closely with Program, Administration, and Finance, the Procurement and Logistics officer is instrumental in supporting program activities through his/her services.

Essential Job Responsibilities

• Daily coordination of MC procurement activities, printing PRs, collecting RFQs, preparing QA, PO/contracts.
• Assists staff to familiar about creating clear and understandable purchase requests and other documentation;
• Get a full understanding of MC procurement policies and formats. Assists, as needed in briefing clients on these policies;
• Copying procurement files and documents and maintaining proper and accurate filing system.
• Supervision of warehouse assistant
• Ensure to Learn/Familiar fair competition and strictly adhere of 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 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 contractors, in coordination with the operations manager;
• Prepare the required documentation of supplies and make sure transactions are completed to MC standards.
• Assist the P&L management and office staff with procurement activities, as required;
• The Procurement and logistics officer 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.
• Reads and has a clear understanding of the Mercy Corps Asset Management Manual and all procedures;
• The logistics and procurement officer ensures that procedures outlined in the Mercy Corps Asset Management Manual will be implemented in Mercy Corps Offices.
• Responsible for logging all new Mercy Corps assets in Kandahar Afghanistan in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions;;
• Responsible for coordinating with the procurement and finance office in identifying all details of assets such as buying price, ledger reference, PR, PO and GRN number etc. The asset register should be accurate and complete;
• Responsible to maintain the stock of Mercy Corps assets that are not checked out and in use;
• Responsible for checking in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual;
• Responsible for the timely preparation of documentation of any movement of assets in Mercy Corps formats;
• Schedules and conducts physical count of assets on different locations, projects and sites;
• Provides a monthly physical count/check where all assets are located and their status confirmed; coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices;
• Update the electronic database monthly and provide an electronic copy to supervisor and Operations Manager; A hard copy is printed, signed and filed in the assets folder;
• Advises colleagues on guidelines of Mercy Corps asset and equipment use guidelines.
• Ensure all lost, damage, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary, supplement documentation is completed;
• Advise supervisor on any broken, damaged or destroyed equipment;
• Ensures that all movement of items should go through the Asset Controller, on “GRNs or an  Asset Movement Form”.
• Assist the Operations Manager on updating the master asset inventory, as requested; 
• Updates inventory records on all the receipts / issues of inventory items from MC warehouse.
• General management of agency vehicles in co-operation with the Operations Manager.
• Ensure that all vehicles are safe and road-worthy.
• Ensure that all vehicles have proper on-board vehicle documentation.
• Maintain administrative vehicle files for each vehicle.
• Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of log-sheets.
• Schedule vehicle use to meet programmatic and operational needs.
• Ensure trip tickets are used by program staff and approved by necessary persons.
• Maintain vehicle movement board daily.
• Oversee and ensure proper use of the vehicles.
• Oversee fuel consumption purchase and tracking including coordination with gas station(s)
• Organize cleaning of vehicles.
• Organize regular service schedules for vehicles. Maintain service schedule files.
• Ensure major repairs are done in a timely manner.
• Track vehicle expenses in accordance with the respective procurement policy.
• File Monthly Vehicle Consumables sheet for each vehicle separately.
• Manage drivers’ leave schedules ensuring smooth operation of the fleet.
• Coordinate with Human Resources to ensure proper tracking of drivers HR files.
• Ensure drivers are licensed and trained.
• Participate in hiring and disciplinary measures for drivers.
• Coordinate with communications department to ensure regular vehicle communications.
• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
• Ensure that security incident reports are completed and filed (if related to vehicles).
• Ensure that accident reports are completed and filed.
• Responsible for oversight of vehicle rentals including tracking of leases and payments.
• Ensure all interventions adhere to Mercy Corps’ Gender Policy, Do No Harm principles, and beneficiary accountability standards.
• Other duties assigned by supervisor