Support Service Assistant Officer (Re- advertised)

Mercy Corps is an international humanitarian organization operating Water and Sanitation, Economic Development, Livelihoods, Capacity Building, Emergency Response, Health and Nutrition and similar sectors in the regions of Somali, Oromiya, Addis Ababa and SNNPR. Mercy Corps works with communities, public, and private sectors to implement appropriate relief, recovery and development interventions.

POSITION:  Support Service Assistant Officer

OPEN POSITION:        One  

DUTY STATION:          Moyalle 

POSITION SUMMARY

The Support Service Assistant Officer is responsible for the Procurement of goods and services, for the management of the Fleet, Human Resource Management, Admin and for managing facilities. Work closely with Program, PALM, HR, and Finance. The Support Service Assistant Officer is instrumental in supporting program activities through his/her services.

ESSENTIAL JOB FUNCTIONS:

·         Daily coordination of MC procurement activities;

·         Has a full understanding of MC procurement policies and donor regulations.

·         Procure goods and services in accordance with MC policies and donor regulations and within the minimum timeframes (lead time) in a transparent, accountable, and cost effective manner and facilitate the timely and efficient supply of goods and services.

·         Assists staff as needed on creating clear and understandable purchase requests and other documentation.

·         Track purchase request and ensure timely purchases including maintaining current and orderly files of all procurement activities. (photocopy of all transaction documents)

·         Distribute request for quotations/invitation to tender and bid documents for suppliers and Obtain Performa invoices as per the specifications on the PR by self-driving.

·         Prepare Purchase requests, Quotation Analysis, Purchase Order, Payment Requests, Service contracts, Invitation to tenders, Purchase Agreements, Preferred supplier Agreement.

·         Maintain proper procurement files guarantee the confidentiality of all specifications and price quotations made by the supplier

·         Remain informed about sources of supply, methods, services and materials.

·         Interact with Vendors during collection of quotations and represent mercy corps in a professional manner.

·         Assist and facilitate any import/export activities.

·         Always accord prompt and courteous reception and fair and equal treatment to all

·         Vendors/ suppliers and their representatives.

·         Provide equal opportunity for vendors/suppliers to make price and specification quotations.

·         Prepare payment requests and ensure that the necessary documents are attached for Payments.

·         Follow up that payments are done on time for suppliers.

·         Ensures timely and safe delivery of items/ goods to the warehouse with proper documentation and coordinate with the storage and transfer of items to field sites.

·         Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals.

·         Identify potential, credible and competent vendors for MC and maintain contacts with suppliers and conduct price comparison in order to get the best price and quality material.

·         Keep records of supplier data base and maintain files of market prices for commonly bought items.

·         Inform vendors/suppliers about current and anticipated requirements

·         If, for any reason, one vendor/supplier is permitted to re-quote (submit a revised quotation), all competitors should be given the same opportunity. Re-quoting should be kept to an absolute minimum.

Fleet Management

·         Ensure that all vehicles are safe and road-worthy.

·         Ensure that all vehicles have proper on-board vehicle documentation.

·         Maintain administrative vehicle files for each vehicle.

·         Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of reports to Finance and Support Service Officer.

·         Schedule vehicle use to meet programmatic and operational needs in cooperation with Support Service Officer.

·         Transport agency goods and staff.

·         Oversee and ensure proper use of the vehicles.

·         Oversee fuel consumption, purchase and tracking in coordination with gas station(s)

·         Organize cleaning of vehicles.

·         Organize regular service schedules for vehicles and maintain service schedule files.

·         Ensure major repairs are done in a timely manner.

·         Report vehicle expenses from vehicle consumable tracking sheet in accordance with the respective procurement policy and file Monthly Vehicle Consumables sheet for each vehicle separately.

·         Manage drivers’ leave schedules and ensuring smooth operation of the fleet.

·         Ensure drivers of MC are licensed and trained.

·         Participate in hiring and disciplinary measures of drivers.

·         Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.

·         Ensure that security incident reports are completed and filed.

·         Ensure that accident reports are completed and filed.

·         Collecting and distributing of vehicle log-sheets to drivers.

·         Ensure that vehicles are insured; accidents are reported timely; communicate with insurance companies and follow up of the process.

·         Oversee that annual vehicle inspection is in place.

·         Report the status of the fleet, total number, type and location of vehicles when requested.

·         Receive vehicle service requests from drivers and follow up of the maintenance process.

·         Responsible for oversight of vehicle rentals including tracking of leases and payments.

·         Assist on driving MC vehicles for duties other than procurement and undertake field assignments when assigned by the supervisor.

·         Maintain vehicle log-sheets; Keep vehicle Equipment, tools, spares safely. Keep the vehicle clean and report needs and problems to Support Service Officer.

Facility Management

·         Ensure monthly utility bills are collected and payments are made in a timely manner.

·         Bring any repair and maintenance requirements to the attention of the Support Service Officer;

·         Act as the focal point for work orders for property improvements, needed repairs and maintenance. Facilitate the work order process including service procurement requests, service contracts, supervision of works and acceptance at completion as well as facilitate payment process.

·         Routinely tour the MC premises and ensure facilities in all properties are in working order including electricity, water, roofing etc.

·         Coordinate with Support Service Officer on following through with any needed repairs, purchases, etc.

·         Handling inventories during move in and move out under the supervision of Support Service Officer.

·         Negotiate with landlords, as needed, for repairs and permissions for maintenance and improvements.

·         Focal person for collection of all mail from the post office and delivery to the Support Service Officer.

·         Assisting the office by delivering and collecting correspondence from various government and international organizations.

·         Provides driving service and assists in facilitation of various finance (payment and tax processing) and logistic (vehicle registration, inspection and maintenance) assignments as and when required.

·         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 in Ethiopia;

·         Other duties as assigned.

• A university Diploma in Purchasing and supplies management, Business Administration or related field is required.

•       Four or more years of Logistics experience is required.

•       Good computer skills (especially Microsoft Excel, Word, and Outlook)

•       Excellent oral and written English skills

SUCCESS FACTORS:

•       Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills; team oriented

•       Demonstrated ability to work effectively with diverse group of people.

•       Excellent communication skills, written and oral are required.

•       Demonstrated cultural sensitivity and appropriate flexibility.

•       Emotional maturity and physical stamina.

All interested candidates are encouraged to apply for the position advertised.  All applications submitted to the Mercy Corps office include a CV, three references, and all relevant official documents. Applications will not be returned and will not be retained for future recruitment efforts.  In order to ensure fairness to all applicants personal inquiries are not permitted.

Only candidates that are short listed will be acknowledged and called for interviews.

“Women are strongly encouraged to apply”.

Please send non-returnable applications and credentials to one of the following address:

Mercy Corps Recruiter

Addis Ababa: P.O. Box 14319

Arbaminch: P.O. Box 33

Jijiga: P.O. Box 225

Negelle Borena: P.O. Box 116

Dire Dewa: P.O. Box 974

Moyalle: P.O Box 118