Procurement Manager - Goma, Congo, Democratic Republic
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.
Program / Department Summary
Mercy Corps has been operating in the Democratic Republic of the Congo (DRC) since August 2007, with a staff of around 400 people working in North and South Kivu, with the overall country goal to support vulnerable communities through crises, while fostering programs that build resilience and promote long-term change. Mercy Corps’ national office is in Goma with sub-field offices in North Kivu, South Kivu and Ituri. Mercy Corps’ key programming areas include a combination of longer-term development and immediate humanitarian response programs in order to: 1) Improve water service delivery and ensuring equitable access to Water, Sanitation and Hygiene services, in urban and rural areas; 2) Improve food security and nutrition; 3) Promote diversified livelihoods, economic recovery and development. Mercy Corps DRC’s humanitarian programs aim specifically to assist populations affected by the conflict and crisis in Eastern Congo. With funding from humanitarian donors including BHA, FCDO and ECHO, the humanitarian portfolio continues to expand in order to provide multi-purpose cash assistance and emergency WASH to displaced and host populations. l Mercy Corps interventions in DRC are implemented in a conflict and gender sensitive manner.
General Position Summary
The Procurement Manager is responsible for supervising all purchases of goods and services of Mercy Corps’ DRC Country program. S/he will train and oversee a team, while ensuring a strategic support for a robust and integrated system is in place.
Essential Job Responsibilities
STRATEGY & VISION
● Developing procurement strategies that are inventive and cost effective
● Analyze procurement teams set up in every office and propose adjustments and recruit and train staff accordingly to guarantee a high performing and professional team is in place.
● Develop the management tools necessary to make optimal decisions
● Provide senior leadership with the data and analysis necessary to make optimal decisions
● Analyze and propose change or adaptations to procedures base on needs and risk management
● Define and provide strategic orientation to procurement team
● Promote cross-department collaboration and communication between Procurement, other operations teams, programs, HR/Admin and other teams.
● Foster a solutions-oriented and service-oriented, collaborative team culture.
● Coordinate and facilitate MC DRC procurement activities.
● Ensure that the procurement department supports programs efficiently and compliantly.
● Understand MC procurement policies and procedures. Provide training to staff on these policies, within the procurement team and across other teams.
● Assist Programs in regular procurement planning and review meetings.
● Actively participate in inter-department coordination meetings
● Assist staff as needed on timely completion of purchase requests and other documentation.
● Oversee the gathering of quotations and bids from the market for PR – as per Mercy Corps standards and formats.
● Interact with suppliers and vendors for negotiating to secure advantageous terms, in coordination with the Program & Operations.
● Actively participate in program kick-off and regular review meetings
● Coordinate with programs to ensure procurement plans are in place and regularly reviewed
● Provide support to programs in infrastructure contracts’ management and in grants close out process
● Ensure that the required documentation of supplies and transactions are completed to MC standards.
● Prepare and share regular updates on procurement status with programs and operations
● Ensure prices catalog is kept up to date and share with programs to support new business development efforts
● Coordinate with the Warehouse on delivery of items including completion of Goods Received Notes, storage of items and transfer of items to field sites.
● Support programs in pre-qualification process for construction companies
● She/he serves as the primary focal person for all procurements
● The Procurement Manager will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
● Provide direct support to and ensure that all MC DRC offices benefit high standards support in procurement
● Ensure that procurement Team and all relevant employees have correctly assimilated and applied the new field Procurement Policies and procedure FP3
● Ensure the roll out of all news procurement policies and SOP
● Oversees all in-country and international procurements
● Assist Program and operational personnel in regular procurement planning meeting
● Work closely with program lead; Head of Operations and Head of Logistics to develop policies, procedures and set up better adapted to procurement for emergency programs.
● Lead the implementation of market surveys
● Ensure market surveys conducted regularly to ensure prices’ list for the commonly-purchased items are kept up to date
● Ensure a proper filing system both hard and soft are in place and is in line with Mercy Corps standards
● Ensure Purchase Requests Masterlists monthly reports both Ongoing PR Masterlist and Completed PR Masterlist are prepared, reviewed and submitted on time.
● Advice and supports programs in preparing modified procurement process requests specially for emergency programs
● Provide technical guidance and support to the procurement team in high value tender process
● Reviews all the pre-solicitation and solicitation documents for all tenders processes (at national and international level)
● Liaises with HQ procurement team to diligent all international procurement
● Represents Mercy Corps at inter-agency logistics cluster meetings
● Maintain a comprehensive dashboard for procurement; to ensure good planning of all updates on a weekly and monthly basis.
● Ensure ongoing communication with the different departments to ensure a good planning of all purchases
● Ensure that Mercy Corps’ procurement activities are compliant with local regulation as well as donors rules
● Ensure suppliers data base up to date
● S/he helps procurement team deal with all custom related issues specially for import
● Establish preferred supplier agreements for commonly used items
● Promote and maintain integrity and transparency of all procurement activities
● Ensure all contracts are properly monitored and contractual terms are respected by suppliers and Mercy Corps and are in line with local legislation
● Ensure all tenders are done in accordance with procedure and archived according to mercy corps procedures
● Work closely with Grant team to ensures donors rules are taken into account during all procurement activities
● Ensure that all relevant local policies and SOP are developed and are in place
● Ensure that all global new policies and SOP regarding procurement are rolled out
● Provides technical insights in developing the country operational strategic plan and annual action plan
● Provide team members with relevant information, tools and other resources to improve performance and reach objectives
● Provide direct technical support to all MC DRC offices to ensure procurement staff meet minimum procurement management standards
● Support staff professional development : develop staff development plan and support the staff achieve their development goal
● Assist the Operations Director in developing a procurement structure that is efficient and responsive to programs’ demands
● S/he contributes in developing staff competency and clarify roles and responsibilities
● Develop a system of focal point for an efficient support to programs with regards to procurement
● Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
● Promote accountability, communicate expectations, and provide constructive feedback via regular performance reviews.
● Supervise, hire and orient new team members as necessary.
● Review job description as necessary and include performances indicators. Conduct annual performance evaluation.
● Develop and implement KPIs for the procurement team
● Contribute to country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.
FINANCE & COMPLIANCE MANAGEMENT
● Ensure compliance with donor and Mercy corps regulations
● Uphold Mercy zero tolerance policy to corruption
INFLUENCE & REPRESENTATION
● Represent Mercy Corps to the relevant external meeting
● Consult with other NGOs to identify the best potential suppliers and providers
● Communicate effectively to ensure overall project targets and donors obligations are met
Directly supervises: Deputy Procurement Manager, Team Leader Procurement Grand North/Ituri, Team Leader Procurement South Kivu. S/he indirectly supervises all Procurement team members/staff in DRC
Accountable for following Mercy Corps Field Procurement Manual, the MC Code of conduct regarding procurement activities and MC Conflict of Interest policy.
Reports Directly to: Operations Director.
Works Directly with: Head of Offices, Program Managers, Finance Manager, HR Manager, All MC Logistics and Operations team a required
Accountability to Participants and stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically
to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary 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.
Knowledge and Experience
● BA/BS Degree in supply chain management and/ or international business in a relevant business field.
● 5+ years of experience sitting up managing procurement systems with INGOs with supervisory responsibilities.
● Demonstrated understanding of complex environment. Related security concerns and appropriate response with experience in secure context
● Strong organizational skills; ability to interact effectively with international and national personnel in a sensitive environment.
● Excellent oral and written English skills.
● High level of computer skills on MS Office programs.
● A demonstrated ability to multi-task and process information into action as to not delay program activities.
● A clear understanding of procurement ethics and donor (USAID, DIFID, UC, UN) compliance is essential.
The successful Procurement Manager will be good at problem solving and must have the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations. S/he will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial as well as training capacity, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. S/he will be able to live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment and be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.
Living Conditions / Environmental Conditions
This is an unaccompanied post based in Goma. The position is entitled to shared staff housing in Goma and is not eligible for hardship.
While conditions in the country are improving, and security is quite stable in Goma, there are still pockets of violence and insecurity and petty crime is on the increase. Mercy Corps' sub-offices experience variable levels of insecurity, with the situation closely monitored by UN peacekeepers. Years of conflict and corruption have badly damaged the country's infrastructure. Air travel is necessary to get from one end of the country to the other. There are virtually no telephone land lines in the DRC, though mobile phones and cellular service are widely available. Internet is limited, but available in all Mercy Corps offices. Travel to field sites will be required (up to 20%) where living conditions are clean and secure, but basic. There are a few health services available with several evacuation options for serious illnesses. There’s reasonable access to most consumer goods, although they can be expensive.
Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting or on a visit/TDY to a field posting. 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. Fostering a diverse and open workplace is an important part of Mercy Corps’ vision. Mercy Corps is an Equal Opportunity Employer regardless of background. We are committed to creating an inclusive environment.
As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
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.
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.
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.
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.
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.