Consultant - Strengthening Supply Chain and Asset Management, Haiti Country Program
Description
Background:
Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.
Purpose / Project Description:
Mercy Corps Haiti (MCH) provides humanitarian and development programming in the Ouest, Nippes, and Grand’Anse Departments in Haiti and is currently implementing programs in WASH, cash, livelihoods, agriculture, protection, nutrition and disaster and climate risk reduction. In response to the escalating humanitarian crises in Haiti, the Country Office is expanding and strengthening its portfolio. As part of the implementation of its programs, Mercy Corps Haiti has just completed an internal audit of all its departments, including the supply chain. For instance, ProSource's procurement files do not contain all the documents required for procurement. One of the key findings is that ProSource's procurement files do not contain all the documents required for procurement. In addition, the fixed assets list is incomplete and contains numerous errors. There is no reconciliation between the fixed asset registers of the Finance and Supply Chain departments.
The Consultant will work closely with the country office, regional team, and global teams to implement the post audit corrective action plan. The objective of this consultation is to ensure that the issues identified as audit findings on incomplete ProSource information and asset management issues are addressed. Secondly, the country teams are to be provided with the guidance and tools necessary for a better understanding of Mercy Corps policies and operating procedures. This will include the following sections: Procurement (Incomplete ProSource Information, Capacity Building and Miscellaneous) and Asset management issues.
Consultant Activities/Deliverables:
Responsibilities will include the following:
- Assets management
- Conducting a general physical inventory of assets
- Prepare a list of materials not found in the Assets register or database, for analysis and possible decision.
- Taking into account the list deleted in 2015 and 2019 in the database, recreate asset registers with the available information and complete the “Disposal” column.
- Prepare a list of materials not found in the Assets register or database, for analysis and possible decision.
- Prepare a list of equipment to be disposed of, with transfer forms (including assets removed by a former CD) to obtain the necessary management approvals.
- Reconcile the asset register (manual system) with the master list (database) to ensure the availability of information on the history of each asset.
- Complete updating of information on all inventoried assets and assets not taken into account.
- Reconcile asset movements on a monthly basis and produce reports on the 30th of each month.
- Produce regular and documented surprise accounts.
- Ensure that each user has signed the asset register with the appropriate information.
- Establish an Excel database with settings.
- Strengthen the asset controller's ability to organize and manage asset documentation (Ref: Field asset manual).
- Establish local SOPs for recurring asset problems (losses, individual asset assignments).
- Reconcile the assets report with the Finance registers on a monthly basis and document this reconciliation.
- Prosource management
- Download all documentation relating to transactions (2023-2024) on ProSource (in particular documents produced outside the system).
- Review of all transactions with Finance on ProSource from July 2023 @December 2024.
- Intensify the verification of transactions on the system every weekend and document this revision.
- Generate a public deferral report at the end of each week and understand the status of Purchases.
- Support Finance for ProSource invoice management.
- Provide guidance on the availability of contracts and Purchase in French on the ProSource system.
- Ask the regional and ProSource teams to translate essential documents (contracts, POs, etc.).
Timeframe / Schedule:
Three (3) month’s duration: Jan 16 – April 15, 2025
The Consultant will report to:
Country Director, MC Haiti
The Consultant will work closely with:
Country Director, Directors of Programs, Program Managers, Finance Manager, Americas Regional Team, Americas Technical Director, Global Technical Advisors and Program Quality Advisors, Global Finance, consortium partners and peer organizations, as appropriate.
Application Process:
Please submit:
- A cover letter,
- CV,
- Technical and financial Offer. The proposal should include (1) a consolidated action plan, (2) daily rate and total cost estimate for the consultancy. Applications will be reviewed on a rolling basis.
Required Experience & Skills:
- BA/BS degree in a relevant field.
- A minimum of 7 years field experience setting up and managing administration, procurement, logistics, and human resource systems with humanitarian NGOs with supervisory responsibilities.
- Proven understanding of complex emergencies, related security concerns and appropriate responses with experience in insecure environments.
- Demonstrated attention to detail, following procedures, meeting deadlines and working and problem-solving independently and cooperatively.
- Knowledge of Mercy Corps’ systems and procedures (esp. procurement systems) desirable; M&E experience preferred and knowledge of USAID regulations helpful.
- Familiarity with Haiti context is desired.
- Training or experience in humanitarian response preferred.
- Excellent negotiation and representation skills.
- Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
- Fluency in written and oral French and English is required, Creole desired.
- Ability to work effectively with an ethnically diverse team in a sensitive environment.
- Ability to lead teams, handle negotiations and facilitate planning processes.
- Ability to work effectively under tight deadlines and in sparse working environments.
- Exceptional written and interpersonal communication skills an absolute must.
Diversity, Equity & Inclusion
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.
We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.
Equal Employment Opportunity
We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our stakeholders and to international standards guiding international relief and development work, while actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our stakeholders and to international standards guiding international relief and development work, while actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.