[Describe overview of job missioGENERAL POSITION SUMMARY:
The Area Support Service Officer plays a key role in the Procurement, Administration and Logistics Management (PALM) department. He/she ensures PALM compliance with Mercy corps, donor and host country PALM policies and procedures; and produce reliable, accurate and timely PALM report for all stakeholders involved in.
The post holder should be forward looking, self-driven, operating under minimum supervision, and critical thinker. Furthermore, considering the various expected systemic changes in the future, the post holder should be forward-looking, change oriented and able to develop/train the team capacity in the changing environment.
This job requires travel to the project sites directly managed by Mercy Corps as well as by sub grantees. The main objectives of the travel is compliance monitoring (internal audit nature) of donor rules as well as MC’s internal policies and procedures. Where necessary the objective of the visit could also be capacity assessment or capacity building.
ESSENTIAL JOB FUNCTIONS:
I. Procurement and Logistics Management (60% of Time)
II. Administration (20% of Time)
III. Emergency projects support and field travel (20% of time)
Specific responsibilities include, but are not limited to the following:
Procurement:
Ø Ensure that the procurement activities are efficient, legal, ethical and in line with Mercy Corps procurement policies and procedures and donor procurement rules and regulations.
Ø Beyond the fairness of the price, ensure the quality of items procured meets the expected standard and the required specifications;
Ø Coordinate/Consolidate the monthly/quarterly procurement plan, make sure procurement done according to the plan, and document the hard copy.
Ø Ensure that the commitment-tracking sheet for the Area Office completed appropriately and coordinate the information with the Area Finance Officer before submitted to the Regional Finance Coordinator;
Ø Ensure all lease agreements and service contracts kept to adequate standard and the selection processes of service providers is fair, and the documentation produced is as per Mercy corps procurement policies and procedures;
Ø Advise train and support staff in field office to deliver efficient procurement processes and facilitate the timely and efficient supply of goods and services, provide guidance for proper procedures and documentations.
Ø Ensure that all procurements recorded and tracked; and procurement and logistics files clearly managed.
Ø Ensure all field teams are adequately capturing pipeline information, coordinating supply chain management, and that program staffs are well-informed about incoming goods and material;
Ø Ensure proper preparation of RFQ and fair distribution of RFQ to suppliers and proper preparation of procurement documents.
Ø Ensure that eligibility and compliance checking (RPS) cleared before payment is effected
Ø Ensure that potential suppliers/vendors/service providers and current market price list for frequently purchased items maintained.
Ø Ensure that Master Agreement for frequently purchased items signed with potential suppliers and documented.
Fleet Management:
Ø Ensure Mercy Corps and donor Fleet management policies and procedures followed.
Ø Ensure accurate vehicles log report is produced and submitted to the head office
Ø Ensure the mechanisms by which drivers are accountable for vehicles they drive; and authorized vehicle movement.
Ø Produce monthly vehicle utilization/performance report and submit to the Transport Manager or to the Addis based PALM Manager.
Ø Produce all vehicle accident report with the required details and submit this timely. Follow up all insurance related matters when accident happens.
Ø Provide support to the program technical team in coordinating fleet management and discuss the needs and the plan in the weekly mini operational meeting.
Ø Ensure efficient and effective weekly vehicle planning and utilization and integrate with program and operation staff.
Ø Work with the Transport officer to monitor field vehicle insurance, accident reports, fuel use reporting, appropriate vehicle use, drivers training and basic vehicle maintenance and checks, and maintenance of vehicle log files; and vehicles maintained in good standard.
Ø Train staff on vehicles expense reporting and using vehicles expense tracking.
Ø Ensure that all the field office vehicles are equipped with updated safety equipment, materials and kits and conduct regular spot checks.
Warehouse and Asset management:
Ø Ensure that Mercy corps warehouse and Asset management policies followed.
Ø Ensure that Bin Card/Stock Card regularly updated and the physical count of the items is matching with the records and report produced as required.
Ø Ensure the fixed asset registration followed Mercy corps and donor policies and provide quarterly updates to the head office.
Ø Ensure that beneficiary distribution lists and donation/ handover documentation are properly completed, reconciled, filed with supported documents are maintained for audit purposes and provide training and advice as required;
Ø Support annual physical inventory and related reconciliation process and prepare reports.
Ø Ensure inventory control systems and asset management procedures are in place in all field warehouses and stores under his/her supervision and provide training as needed;
Ø Advise programs and operations on efficient utilization of materials in the store and propose possible measures on old grant items in the store.
Ø Control Asset and property movements within and from the field office
Administration:
Ø Ensure the safety standard of staff, the premises we are working in and guesthouses where visitors stay.
Ø Ensure the safety of staff during travel to the project sites.
Ø Ensure that copies of all agreements/ Commitments documented in the office file.
Ø Ensure we are keeping all copies of lease agreements for office, guesthouse and warehouse in a proper file.
Ø Perform various administrative duties as per MC’s policies and procedures
Ø Provide monthly logistics performance report as per the guidance from the PALM manager and discuss any material issues in the monthly operations/admin/finance meeting
Ø Provide support on all logistical arrangements for visitors
Ø Ensure that all supplies purchased to run project operation as well as the office managed well.
Ø Ensure staff under his/her supervision sets performance objective and conduct performance evaluation as per MC policy.
Ø Follow the on time submissions of time sheets of staff under his/her supervision.
Ø Represent Mercy Corps to its constituent groups (donors, partners, government and the public) by demonstrating a personal commitment to the mission and values of Mercy Corps.
Ø Ensure staff under his/her supervision attended the Mercy corps online code of conduct and security management trainings; and that they are aware of the Mercy Corps online resources.
Emergency Team Support:
Ø Support planning and implementation of emergency related PALM activities, including, but not limited to, commodities movement planning and budgeting, commodities management planning,
Ø Provide technical support to the field office emergency project team in warehouse management, commodities movement, budget preparation for PALM-related activities, vehicle management.
Ø Ensure that all the necessary formats and logistic arrangements are in place before staring distribution; and assist on emergency response as required.
Ø Ensure that beneficiary distribution lists and hand over notes collected from field offices, reconciled and files with supported documents maintained for audit purpose.
Ø Provide training and technical support on obtaining beneficiary signature and documentations required during/before distribution.
Ø Assist the emergency team while renting houses, organizing offices, arranging transportation and providing the required logistics service.
Ø Assist the emergency team on distribution and documentation and reporting.
Ø Maintain smooth relationships between support and emergency team.
Ø Ensure that the emergency warehouse and asset management complies with Mercy Corps and Donor policies and procedures.
Ø Ensure that the emergency response complies with Mercy Corps and Donor PALM policies and procedures and host country laws.
Ø Ensure that for all distributions the materials have reached the beneficiaries. Keep good standard filing system for distribution list and provide the information as and when requested by internal management or auditors.
Perform any other similar tasks that may be reasonably assigned by the line manager in any one of the above components.
KNOWLEDGE AND EXPERIENCE:
· Four years and more experience in Supply Chain Management in the non-profit organizations and mainly experience gained in INGO is required.
· Degree in Purchasing and Supplies Management/Management/ Business Administration/ Accounting/Marketing
· Demonstrated competency with computerized software
· Advanced computer skills in MS Office programs, particularly in word and Excel
· Prior management experience and strong organizational skills
· Excellent oral and written English language skill
SUCCESS FACTORS:
· Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills; team oriented
· Good computer skills (especially Microsoft Excel, Word Processing, and Outlook)
· Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse group of people
· High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.
· Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary
· Excellent communication skills, written and oral are required.
· Demonstrated cultural sensitivity and appropriate flexibility.
· Emotional maturity and physical stamina.
· Demonstrated experience in managing Matrix Reporting is needed
· Willing to travel to Mercy Corps field offices and project sites.
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