Procurement Officer Merlin NGO Job.

JOB TITLE: Procurement Officer
DEPARTMENT: Logistics
PROGRAMME AREA: Nairobi Office

FINAL RESPONSIBLE:Logistics Coordinator
DIRECT SUPERVISOR: Logistics Coordinator
RELATIONSHIPS INTERNALLY Logistics staff (Nairobi and field), Finance & Administration

RELATIONSHIPS EXTERNALLY Suppliers, transporters, clearance/forwarding agencies, UN/Ngo’s

CONTEXT
Merlin is a British humanitarian Non Governmental Organization providing health care to populations in crises. Merlin exists to provide an immediate and effective response to medical emergencies throughout the world. The goal of the Nairobi Office is to provide regional support to Merlin projects in terms of logistics, procurement, security and emergency response in both Kenya and Somalia.

RESPONSIBILITIES
* Must have an overview of Merlin logistics operations and assure smooth and on time execution of programme delivery of goods and services in close collaboration with the Logistics Manager
* Implement and maintain Merlin standard practices and procurement procedures.
* In charge of the procurement activities of the Nairobi Office.
* Apply MERLIN Procurement Policy
* To ensure that all purchased goods are of Merlin standard and fit for the purpose.
* Establish and maintain a good professional working relationship with suppliers.
* To identify and maintain an accurate and up-to-date supplier information database for regularly purchased items, and keep informed of local market conditions.
* Can and must require at any stage direct support from the Logistics Manager and / or Logistics Coordinator for making sure the different procurement tasks and operations are managed and achieved in a proper way and on time.
* Is the direct backup of the Logistics Manager when this one is on leave or out of the office.
* To keep up to date Nairobi Order Tracking Sheet and disseminate it weekly to relevant field offices
* To ensure all documents are authorized as per Documents and Authorization sheet requirements and procedures followed

TASKS

Procurement
* Prepares the cash forecast for all office purchase activities and compiles the final cash forecast and presents it to the Logistics Co-ordinator.
* In charge of checking the items (standardized items as much as possible, quantities, quality and relevance).
* Gives the feed back to the field when changes are done to the SR.
* Inputs the SR into the Nairobi Office Merlin logistics system and communicate it to the Logistics Manager
* Insure that correct Reference Number, Budget and Account Code, Amount, and authorization signatures are on each received and accepted SR.
* Prepares bi-weekly the order status sheet and communicates this to the field sites.
* Regular and on time update of the Merlin procurement logistics systems.
* Makes sure the purchasing files are complete and present all the mandatory documents as per Merlin’s standards and procurement policy.
* Prepares and processes the different purchase documents (Supplier Quotation, CBA, Purchase order, Stock Transfer etc.) with the support of the Logistics Manager when required.
* Proposes to the Logistics Coordinator, in close collaboration with the Logistics Manager, new suppliers, new products, alternative products etc…
* Has the authority to verify and sign the Supplier Quotations.
* Final decision on the supplier and validation of the CBA before sending to the supplier must be granted by the Logistics Coordinator and procurement committee as per the Documentation and Authorization Levels.
* All PO must be authorized by the CD.
* Checks the delivery notes against the PO for the quality and quantity control.
* Inputs the reception into the system.
* Maintain and update price and supplier databases.
* Checks the supplier’s invoice against the PO for the price and against the delivery note for the quantity and quality and transfers the invoice checked to the Logistics Co-ordinator with all the PO file for final checking and signature for payment.
* Passes all invoices (and support file) to Finance twice a week.

ASSETS / STOCKS
* To communicate to the Logs Manager on any purchases of the assets or other inventory goods in order to update the register
* Support the Logistics Manager to ensure that all Merlin assets/stock are kept in a secure manner and assets list kept updated when required.
* To understand storage principles and methodologies to ensure that all assets are stored under maximum conditions for safety of stocks and warehouse staff, ease and safety of access, and for easy stock management/monitoring.
* To communicate all purchases done with the delivery date and actual deliveries done in order that Logs Officer can inform relevant staff on the items received,

Communication
* Establish and ensure effective working relationship with all other staff
* Ensure effective working relationship with counterparts, technical and service department’s at regional and HQ levels.

Various
* Can be sent to the field for specific support or supervision on specific logistics activities.
* Briefs the new logistical on Merlin purchasing systems & procedures and makes sure they are followed.
* This job description can change according to the needs of the programs.
* To undertake any other duties as assigned by Regional Log Co

Recruitment and qualification skills required

Profile:
Merlin is seeking for an experienced procurement officer with an additional wide range of experience in the field of humanitarian work & emergencies, with a good sound knowledge in procurement/logistics related skills like market surveys, procurement of supplies/works and services, team support, dispatching/receiving of the items with an ability to manage multitasks and independently manage procurement systems and databases.

ESSENTIAL

Education:
* Minimum of a degree in Business Administration, and a Diploma in procurement/supply-chain-management.
* Or KCSE minimum Grade C with Higher Diploma in Procurement / Logistics – CIPS

Experience:
* Minimum of four (4) years of progressively responsible procurement related administrative experience at the national or international level.
* Advanced skills in the usage of computers and office software packages (MS Word, Excel, etc),
* Advance knowledge of automated procurement systems
* Experience in handling of web based management systems.

Skills and Competencies:
* Analytical and problem solving skills
* Management of Quality Control Process
* Strong negotiation skills
* Ability to bring sound decisions
* Good planning, prioritizing and organizational skills
* Good networking and interpersonal skills
* Ability to work as part of a team in culturally diverse professional staff
* Ability to work under tight deadlines and pressure
* Excellent communication and reporting Skills

Language Requirements:
* Fluency in English and Swahili (oral and written)

DESIRABLE
* Experience with an NGO is an advantage
* Experience in procurement of medical supplies and construction materials is an advantage

Interested candidates should send their letter of application and detailed CV to the address below by 30th November 2010. Due to the urgency of these positions, applications will be considered as they come and the vacancies may be filled before the stated deadline.

Merlin, Kenya Programme
PO Box 3350-00200, Nairobi

Email addresses: recruitment@merlin-eastafrica.org

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