JOB DESCRIPTION:
Overall mission To carry out all procurement activities in Merlin Sinoe
Responsibilities and duties:
Responsibility 1: General
• Implement, follow and maintain Merlin procurement systems in order to reach the overall goal of 100% transparency and accountability of all purchase activities towards donors and auditors.
• Support Merlin staff on developing supply / service procurement requests so that they contain the necessary information to enable accurate and timely procurement.
• If demands cannot be met, this must be clearly communicated to the requester and new terms negotiated.
• Work in close cooperation with relevant departments / officers to plan future procurement and ensure the timely requisition of items in accordance with the Procurement plan.
Responsibility 2: Local procurement of supplies
• Receive and handle all authorized supply requests for items to be locally procured, and carry out procurement process as per Merlin procedures.
• Update / inform all relevant staff on procurement orders undertaken status in a timely manner.
• In case of partial delivery of goods ensure that back orders are followed up and finalised in the shortest possible time.
• Identify (possible) delays in ordering and make sure all issues are flagged with the line manager to ensure appropriate action can be taken.
• Establish and maintain excellent relations with suppliers.
• Elaborate monthly procurement report in county level for local procurement, to be included in monthly logistics report and submitted to the line manager.
Responsibility 3: Capital base & International procurement of supplies
• Receive and handle all authorized supply requests for items not available locally, pass the process to the relevant Monrovia based staff for Monrovia based or international procurement.
• Follow up on a regular basis the status of orders sent to Monrovia.
• Communicate effectively with Monrovia based procurement team to follow up on all pending national and international orders and update / inform all relevant staff on orders’ status in a timely manner.
• In case of partial delivery of goods communicate with relevant Monrovia departments and ensure that back orders are followed up and finalised in the shortest possible time.
• Communicate with Monrovia and inform relevant staff for (possible) delays in ordering.
• Make sure all delays issues are flagged with the line manager to ensure appropriate action can be taken.
• In collaboration with Monrovia, elaborate monthly procurement report in county level for Monrovia based procurement, to be included in monthly logistics report and submitted to the line manager.
Responsibility 4: Works & Services Procurement
• Identify and approach relevant contractors and service providers for any authorized request for works received, and follow Merlin Procurement Policy and Procedures for the fair and transparent award of contract and service agreements in cooperation with relevant departments as construction, medical etc.
• Follow up contracts of works and/or services as per Merlin procurement policy and procedures, inspect performance of contractors and validate works completion.
• Establish and maintain excellent relations with suppliers.
Responsibility 5: Documentation & systems in procurement
• File all procurement documents / files / folders, hardcopy & electronically, to ensure accurate tracking and documentation for audit purposes.
• Provide the finance department and warehousing staff with the relevant documents required to receive items in the warehouse and to make payments to suppliers in a timely manner.
• Establish, implement and continuously update detailed supplier, contractor and supplies’ prices databases for all related procurement at the county level.
Responsibility 6: Staff Management (if applicable)
• Support, supervise and monitor the team and ensure that they are carrying out their duties properly.
• Provide adequate training support, develop and capacity built staff
• Conduct timely and regular appraisals to the above mentioned staff according to Merlin’s HR policy.
• Follow Merlin’s regulations and suggest / follow up disciplinary actions for any incident of misconduct or negligence according to the HR policy.
Other
Perform other tasks as required by line manager
As MERLIN is working in a constantly changing humanitarian aid environment, reasonable specific work duties may be requested that may not fit into the above job description, but which will help promote over all programmes goals and aims. Similarly while work on weekends will not normally be required, requests to do so should be regarded as falling within the 48hr working week stipulated within Merlin’s standard working contract, of which this job description forms a part .
Requirements
Essential requirements
• Fluent English speaker and writer
• Knowledge of Donor Compliance and fair and transparent procurement process.
• Good planning, organizational and communication skills
• Experience in administration and related issues
• Good computer skills; including Window programs – Excel, Word, Outlook, etc
• At least one year’s experience in a similar role
• Ability to work under stressful conditions
Desirable requirements
• Knowledge of local area, suppliers and contractors.
• Previous experience working on Humanitarian / relief projects.
APPLICATION SHOULD BE ADDRESS TO:
To apply for this position Interested candidates are invited to address application letters to the HR Department Merlin- Liberia, mentioning “application” on the envelope or by email- at jobs@merlin-liberia.org with an up-to-date CV including 3 referees (preferably former or current employers-please note that applicants must include e-mail addresses and telephone numbers of their referees) before Monday 6th February 2012 at 4pm. The envelopes should be clearly marked with the words “Procurement Officer Sinoe” Merlin is an equal opportunities employer, therefore women are encouraged to apply for this position
