ESSENTIAL JOB FUNCTIONS:
Procurement of Goods and Services
· Need to have full understanding of Mercy Corps and donor procurement policies and procedures.
· The daily coordination of emergency project procurements;
· Procure goods and services in accordance with Mercy Corps and donor procurement policies and procedures and within the given lead time or timeframes; in a transparent, accountable, and cost effective manner; and facilitate the timely and efficient supply of goods and services for the emergency projects.
· Assists staff as needed on creating clear and understandable purchase requests and other documentation.
· Track purchase request and ensure timely purchases including maintaining current and orderly files of all procurement activities. (photocopy of all transaction documents)
· Distribute request for quotations/invitation to tender and bid documents for suppliers and Obtain Performa invoices as per the specifications on the PR by self driving.
· Prepare Purchase requests, Quotation Analysis, Purchase Order, Payment Requests, Service contracts, Invitation to tenders, Purchase Agreements, Preferred supplier Agreement.
· Maintain proper procurement files guarantee the confidentiality of all specifications and price quotations made by the supplier
· Remain informed about sources of supply, methods, services and materials.
· Interact with Vendors during collection of quotations and represent mercy corps in a professional manner.
· 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.
· Prepare payment requests and ensure that the necessary documents are attached for
Payments and follow that payments are done on time for suppliers.
· Ensures timely and safe delivery of items/ goods to the warehouse with proper documentation; and coordinate with the storage and transfer of items to field sites.
· Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals.
· Identify potential, credible and competent vendors for MC and maintain contacts with suppliers and conduct price comparison in order to get the best price and quality material.
· Keep records of supplier data base and maintain files of market prices for commonly bought items.
· 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.
Fleet Management
· Ensure that vehicles rented for emergency projects have legal documents (licensed, inspected and insured) as per the Ethiopian law;
· Ensure that vehicle rental prices are fair and as per the market price; and facilitate payments for rental companies after thorough review of documents;
· Ensure that vehicles rented have the above mentioned legal documents and code 3 plate number;
· Maintain administrative vehicle files for each vehicle and continuously track vehicle log-sheets;
· Responsible for monthly compilation and submission of vehicle expense reports to Finance, Senior Logistics and Procurement Officer and emergency coordinator;
· Schedule vehicle use to meet programmatic and operational needs in cooperation with Senior Logistics and Procurement Officer and emergency coordinator;
· Assist on driving and Transport agency goods and staff as required;
· Oversee and ensure proper use of the vehicles.
· Oversee fuel consumption, purchase and tracking in coordination with gas station(s)
· Organize regular service schedules for vehicles assigned for emergency projects and maintain service schedule files.
· Ensure major repairs are done in a timely manner.
· Report vehicle expenses from vehicle consumable tracking sheet in accordance with the respective fleet management policy and file Monthly Vehicle Consumables sheet for each vehicle separately.
· Manage emergency project drivers’ leave schedules and ensuring smooth operation of the fleet.
· Ensure drivers of emergency project are licensed and trained.
· Participate in hiring and disciplinary measures of emergency project drivers.
· Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
· Ensure that security incident reports are completed and filed.
· Ensure that accident reports are completed and filed.
· Collecting and distributing of vehicle log-sheets to drivers.
· Ensure that vehicle accidents are reported timely; communicate with insurance companies and follow up of the process;
· Oversee that annual vehicle inspection is in place.
· Report the status of the fleet, total number, type and location of vehicles when requested.
· Receive vehicle service requests from drivers and follow up of the maintenance process.
· Responsible for oversight of vehicle rentals including tracking of leases and payments.
· Assist on driving Mercy Corps vehicles and undertake field assignments when assigned by the supervisor.
Other Admin tasks:
KNOWLEDGE AND EXPERIENCE: