Project Goods/Commodities Logistics:
1. Oversees all activities associated with the delivery and receipt of goods/commodities from internal or external vendors to planned
destinations in Amudat office in coordination with MC staff
2. Plan goods delivery to MC Amudat office or Project sites in accordance to the needs, while minimizing cost and taking into account any other delay effects
3. Maintain strict adherence to relevant donor policies
4. Negotiating contracts with any service providers and suppliers
5. Complete required and customary documentation for any goods such as waybills, bills of lading, customs declarations etc.
6. Maintain contact with partners (NGO partners and others) to ensure smooth coordination of operations activities
7. All other activities to ensure the smooth and consistent delivery of goods and supplies to offices or distributions points.
8. Procurement – Participates in all procurement activities to ensure purchasing is done according to Mercy Corps procurement policy and completed in a timely manner, including, but not limited to:
9. Obtains quotations and pro forma invoices from suppliers and vendors as necessary
10. Prepares Quotation Analysis and submits to the relevant supervisors.
11. Completes Goods Received Notes for items received from
12. Maintains current and orderly files of all procurement documents processed through the Head office.
13. Maintain the PR linked database in computer and ensures the hard copy files match the database soft copy
14. All operations files must be clearly maintained. These files must always be updated, organized, clearly marked, and complete.
15. Pipeline prospectus reports for all good/commodities request by MC in for Amudat office or program, produced and filed by field office or program.
16. Warehouse reports (including receipts, dispatches, internal waybills, and information regarding laborers and equipment), produced and filed by month
17. Manuals, documentation, receipts, shipping documents, and other critical information such as passwords or programming is to be safely kept
18. Copies of goods receiving notes for all procured items purchased in Uganda Kampala and transferred to MC Amudat field office
Field Asset Management
19. Maintain the asset records for the Amudat office and update a centralized Assets inventory of all MC Uganda offices
20. Ensure all the items bought that falls under Asset category according to MC Policies are properly registered on the Asset Register with all the required information
21. Maintain a softcopy of the Asset Register for Amudat
22. Liaise with the field offices on the Assets Management, monitor if the register is properly maintained and it matches with the centralized softcopy.
23. Every six months review and physically crosscheck the Asset Register with the assets to ensure the asset tags are available on the assets and update the assets condition – depreciation if applicable.
24. Overall responsibility for the MC Uganda Operations
25. Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps.
26. Perform other tasks as requested and needed by the Mercy Corps Operations in Amudat
27. Conduct him/herself both professionally and personally in such a manner as to bring credit to mercy corps and not to jeopardize its humanitarian mission
28. Ensure compliance with security procedures and policies as determined by Mercy Corps Country Program.
29. Proactively ensure that team members operate in a secure environment and are aware of policies.
· 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.
Accountability to Beneficiaries
· 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.