Procurement Specialist (Procurement Officer) – SADEP

About Mercy Corps

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.

DEPARTMENT/ PROGRAM SUMMARY

Mercy Corps has been present in South Sudan since 2005 and acts on behalf of people who have become displaced and disenfranchised by the ongoing conflict. With funding from a multitude of donors including the UK Department for International Development (DFID - FCDO), Swiss Development Cooperation (SDC), European Union, NORAD, Embassy of the Kingdom of the Netherlands, and Private Foundations, Mercy Corps has been able to empower people to recover from crisis, build better lives and transform their communities for good. In South Sudan our work focusing on the delivery of timely humanitarian interventions, improving food security and livelihood options through and market systems development, and governance for supporting civil society empowerment  With emphasis on conflict-affected youth, women, as well as IDPs and host communities, we champion and lead state-of-the art relief and recovery approaches through gender mainstreaming, market systems development, partnership, addressing root causes, adaptive management, and resilience approaches.

The Sustainable Agricultural Development Project (SADEP) is a seven-year initiative jointly designed by IFAD and the Ministry of Agriculture, Government of South Sudan. Its goal is to contribute to lasting peace and poverty reduction by enhancing resilience, food, and nutrition security for rural communities in four counties across Central Equatoria, Western Equatoria, and Jonglei States. SADEP will support approximately 18,700 households (about 122,200 people), primarily smallholder farmers and fishing communities engaged in sorghum, groundnuts, sesame, and fisheries value chains. SADEP is structured around three core components plus emergency response. Component 1 strengthens community-driven planning and promotes climate-adaptive, nutrition-sensitive agriculture and sustainable fisheries through climate-smart practices, improved seeds, extension services, and community-led fisheries management. Component 2 complements this by investing in inclusive, climate-resilient community infrastructure and improved post-harvest technologies, with a strong focus on women and youth. Component 3 focuses on institutional strengthening, policy support, and effective project coordination to ensure sustainability, alignment with national systems, and efficient implementation.

The Position

The Procurement Specialist will be responsible for managing all procurement activities under the SADEP project. The officer will ensure timely, transparent, and compliant procurement processes and maintain all procurement documentation in good order. The Procurement Officer will provide technical guidance on procurement planning, contract management, and adherence to donor and organizational procurement policies.

Essential Responsibilities

Procurement Planning and Execution

• Plan, manage, and execute all procurement activities under the project in line with SADEP objectives and work plans.
• Develop and maintain procurement schedules to ensure timely availability of goods, works, and services.
• Coordinate with project staff and implementing partners to forecast procurement needs accurately.
• Prepare the General Procurement Notice (GPN) and submit it to IFAD for review and no-objection.
• Lead and play a key role in the preparation of all procurement documents for the procurement of goods, works, non-consulting and consulting services.
• Handle procurement communications with IFAD through its designated procurement management system at all stages of the procurement process, from planning through to the completion of each activity.
• Maintain detailed bid opening records and ensure prompt dissemination of opening minutes to all bidders and IFAD.
• Facilitate the establishment and orientation of evaluation committees, ensuring all members understand IFAD evaluation protocols.

Contract Management and Compliance

• Manage contracts with suppliers, service providers, and contractors to ensure compliance with agreed terms and conditions.
• Ensure adherence to donor regulations, organizational policies, and national laws related to procurement.
• Maintain proper documentation of all procurement processes for audit, reporting, and accountability purposes.

Capacity Building and Advisory Support

• Provide guidance and training to project staff and partners on procurement procedures and best practices.
• Advise project management on procurement strategy, supplier selection, and risk mitigation.
• Promote transparency, efficiency, and integrity in all procurement activities.

Reporting and Documentation

• Prepare regular procurement reports for project management and donors.
• Ensure accurate and timely documentation of procurement records for audits and project evaluations.
• Support continuous improvement of procurement processes through lessons learned and feedback.
• Maintain an updated Procurement Risk Register, ensuring proactive monitoring and reporting of emerging risks.
• Establish and maintain a central procurement filing system, and ensure all related documents are included in the respective files and copies are uploaded o IFAD’s designated procurement management system, as required.

Safeguarding Responsibilities

●   Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.

●        Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.

●        Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.

Supervisory Responsibility

None

Accountability

Reports Directly To: SADEP Project Manager

Works Directly With: Country Operations Manager

Accountability to Participants and Stakeholders

Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.

Minimum Qualification & Transferable Skills

• Master's degree in Purchasing and Supply, Economics, Finance, Law, or equivalent management qualification.
• Minimum of 8 years’ experience in procurement and contract management government implemented projects funded by international donors like AfDB, IFAD, World Bank etc.
• Sound understanding of procurement processes within the South Sudanese context and the protocols and procedures applying to internationally financed programs and projects in the country.
• Advanced proficiency in MS Office applications, including Word, Excel, and Access.
• Excellent analytical, organizational, and communication skills.

Success Factors

Success in this role requires the ability to manage all procurement activities efficiently while ensuring compliance with donor regulations, organizational policies, and national laws. The Procurement Officer must demonstrate strong organizational, analytical, and communication skills to maintain high standards of transparency and accountability. The officer must be able to work collaboratively with project staff, partners, and suppliers, anticipate procurement needs, and manage multiple contracts under tight deadlines. Commitment to integrity, attention to detail, and adherence to best practices in procurement are essential for achieving the objectives of the SADEP project.

Living Conditions / Environmental Conditions

The position is based in Juba, and it requires up to 40% field travel to support project delivery, which may include travel to insecure locations where freedom of movement is limited and areas where amenities are limited. 

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Team Engagement and Effectiveness 

Achieving our mission starts with how we build our team and collaborate. By bringing together individuals with a variety of experiences, backgrounds, and perspectives, we strengthen our ability to solve complex challenges and drive innovation. We foster a culture of trust and respect, where every team member is valued for their contributions, empowered to reach their full potential, and motivated to do their best work.

We recognize that building a strong and effective team is an ongoing process, and we remain committed to learning, improving, and growing together.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer committed to providing equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, sex, sexual orientation, religion or belief, national origin, age, disability, marital status, veteran status, or any other characteristics protected under applicable law.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline ([email protected]).