Procurement Officer (National Role)

Mercy Corps is looking for a Procurement Officer for Ukraine Response under a consultancy agreement. The consultancy will be based in Warsaw, Poland.

All national potential candidates are strongly encouraged to apply for the noted opportunity by using below link which provides the details for the role for this consultancy.  In order to apply please click Apply Now.

The Program / Department Summary

Mercy Corps’ Ukraine crisis response seeks to meet the humanitarian needs of vulnerable Ukrainians and other conflict-affected people where they are: displaced inside Ukraine, refugees in Poland, Romania, and Moldova, or trapped behind frontlines. We aim to reach 500,000 vulnerable people with multi-purpose cash assistance, in-kind humanitarian support, and protection services across four countries. Almost all of our impact will be delivered in partnership: with Ukrainian, Polish, Romanian and Moldovan civil society organizations through a granting program that matches humanitarian action with capacity strengthening, and with peer international NGOs through a consortium in Ukraine.  Mercy Corps is responding to the Ukraine crisis with large-scale consortium programming with a focus on Multi-Purpose Cash Assistance (MPCA). The Consortium is a partnership between four international humanitarian aid agencies to model and deliver innovative, effective cash and other humanitarian assistance programs to support people affected by the Ukraine crisis within Ukraine.

General provisions

• The Procurement Officer is appointed to the position and dismissed from it by order of the Head of the Representative Office on the proposal of the manager of the department.
• In its activities, the Procurement Officer is guided by the Constitution of Poland, laws of Poland, resolutions of Sejm and Senate, decrees and orders of the President of Poland, resolutions and orders of the Council of Ministers of Poland, internal labour regulations and other regulations, as well as this Description.

The Position

The Procurement Officer is responsible for overseeing procurement aspects of Mercy Corps’ operation and working closely with Program, Administration, Finance and Logistics. The Procurement Officer is instrumental in supporting program activities through their services.

Essential Responsibilities

• Daily coordination of MC procurement activities.
• Full understanding of MC procurement policies and formats. Assists, as needed, in training staff on these policies.
• Assist Program and Operations personnel in regular procurement planning meetings.
• Assists staff as needed in creating clear and understandable purchase requests and other documentation.
• Collect quotations and bids from the market for PRs as assigned by a manager – as per Mercy Corps standards and formats.
• Prepare the required documentation of supplies and transactions and complete to Mercy Corps standards.
• Assist in the maintenance of thorough procurement files as outlined in the Field Procurement Policies and Procedures.  
• Assist the program and office staff with procurement activities, as required.

Other Responsibilities

• Conduct him/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Procurement as needed and requested by Operations Lead
• Work with a positive, proactive attitude and demonstrate respect for all colleagues
• Work effectively in an energetic, team-oriented environment
• Other related tasks assigned by the supervisors

Rights

Procurement Officer has the right:

• represent the department in other organizations on questions within the competence of the Operations team by the request of the Head of the Representative office, his deputy or the manager of the department
• receive, in accordance with the established procedure, from the employees of the representative office information, documents which are necessary to perform the duties assigned to the Operations team
• make proposals to the manager of the team on improvement measures of the work of the team.

Obligation

The Procurement Officer is responsible for the quality and timely execution of the assigned tasks of the manager of the team; fulfillment of the rules of internal labor regulations, tasks and duties assigned by this Instruction.

Supervisory Responsibility: The Procurement Officer shall directly supervise Procurement Officers in Krakow and Warsaw.

Accountability

Reports Directly To: Operations Coordinator

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

Procurement

• 2-3 years of experience in large scale procurement.
• Strong organizational skills.
• Ability to interact effectively with international and national personnel.
• Excellent oral and written Polish and English skills required. Russian language skills are considered an asset.
• High computer skills on MS Office programs, especially in MS Excel.
• A demonstrated ability to multi-task and process information into action as to not delay program activities.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

Success Factors

The successful Procurement Officer will coordinate procurement tasks to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial and training capacity while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. The most successful Mercy Corps staff members have a solid commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

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.

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.

Equal Employment Opportunity

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.

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 Schemeotwiera się w nowej karcie. 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 Policiesotwiera się w nowej karcie and values at all times. Team members are required to complete mandatory Code of Conduct eLearning courses upon hire and on an annual basis.