Request for Proposal- S2P Vendor Data Admin

Mercy Corps

Mercy Corps is an international, non-governmental humanitarian relief and development agency that exists to alleviate suffering, poverty and oppression by helping people to build secure, productive and just communities. Mercy Corps was established in 1979, and has headquarters in the USA and UK. Since 1979, Mercy Corps has worked in over 100 countries. Mercy Corps currently works in 41 countries…

Request for Proposal- S2P Vendor Data Admin

SCOPE OF WORK

S2P VENDOR DATA ADMIN – NEPAL 

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Program / Department / Team (Program / Department Summary)

Global Procurement and Logistics (GPL) provides support to Mercy Corps’ HQ and field operations in the areas of procurement and sourcing, compliance with internal policies and procedures, and enablement of the FP3/HP3/HP3E policies by leveraging industry best practices and platforms such as SAP Ariba. “Source to Pay” (S2P), is a project team within GPL, responsible for leading and coordinating implementation of the SAP Ariba Sourcing, Contracting and Procurement solution, known internally as “ProSource”

Summary

Support the onboarding and setup of vendors/suppliers in the ProSource (and potentially Navigator) systems based on existing policies, and ProSource system capabilities and limitations.  Confirm the best method of vendor data entry and system setup given preliminary processes and existing country vendor quality and compliance standards.  Ensure internal control and data quality standards are met, and properly facilitate and enforce such standards from submitted vendor entry request submissions (either online within Pro-Source or via the Supplier Information Request form submitted through the Mercy Corps Help Desk).   Provide vetting of supplier requests to prevent duplicate supplier entry and support both full direct entry of supplier data in support of direct purchases, as well as supplier data in support of sourcing event activities (RFQs, Standard Tenders and High Value Tenders).   Act as a liaison between procurement and operations functions, and associated finance functions that rely heavily on accurate and timely vendor master data.   

Existing processes and system settings may be updated to ensure vendors are set up in the most efficient and compliant manner, globally.  Findings and changes will be incorporated into existing processes and documentation to improve all supporting processes.

Essential Responsibilities

  • Entry and quality assurance of vendor data, required in the ProSource system to support the sourcing, procurement from and payment of vendors.
  • Ensure controls around vendor data entry are designed and operating effectively. 
  • Come up to speed quickly on complex systems and data procedures within the first Mercy Corps country deployment of ProSource.
  • Previous familiarity with field operations and finance policies and processes, especially concerning working with field vendors is strongly recommended, as time frames for system roll-out and implementation are aggressive.
  • Facilitate supplier identification for initial data conversion, as well as continued coordination and handling of vendor setup requests via ProSource and the Mercy Corps Global Help Desk (Jira)
  • Understand and work within rapidly changing and evolving programmatic environments, and support different types of vendor onboarding activities with respect to gathering, entering and managing supplier information in the Pro-Source system.
  • Vendor data entry standards and internal controls are to be followed and improvements to such standards/controls proposed to the project team
  • Coordinate communications with vendors throughout the supplier enablement process
  • Support different levels of vendor capabilities, with some vendors having no internet/e-mail access and others having full internet access to the “Ariba Supplier Network”
  • Use strong analytical skills to assess multiple system and process approaches, including how different roles can optimally support vendor management, vendor quality, vendor entry and vendor compliance.
  • Role will interface with field and HQ finance managers to ensure continuity of data across ProSource and Global Finance (Navigator) system. 
  • An output result of this assignment, will be validated (and potentially updated) key process controls required to ensure data integrity, and compliance with Global Procurement, Finance and Compliance groups, as well as recommended reporting structure for the Vendor Data Admin role and/or group.

Time Frame

Service will be aligned with the Country roll-out of ProSource.  Based on existing plans, the position will start from September, 2022 and ends by the end of December, 2022. Level of efforts will be 2-3 months 

Accountability 

Reports Directly To:  Head of Operations, Mercy Corps Nepal  

Works Directly With:

Mercy Corps Nepal key stakeholders – Deputy Procurement Manager, Finance Manager

Mercy Corps Global Procurement stakeholders – Sr. Global Procurement Manager, Regional Procurement and Logistics Manager

(For Asia and Americas) 

Mercy Corps HQ key stakeholders – Director of Intl Finance, Finance Systems Manager

Mercy Corps S2P Project team – S2P Regional Transition Manager, S2P Project Manager, S2P BSA, S2P Application Admin, Finance and Compliance Lead

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 

  • A university degree in operations, finance, accounting or a related business field is required. 
  • Three years of experience in the Procurement Department of a non-government organization with international assistance operations. 
  • Experience in Mercy Corps’ procurement operations, FP3 policies and procedures is also highly desirable.
  • Specific experience managing vendor relationships and ensuring appropriate compliance with Mercy Corps and Donor policies is highly desirable.
  • Advanced computer skills in MS Office programs, including Excel, MS Word and prior experience with web based productivity suites such as G-Suite is required.
  • Prior experience working with vendor master data in a procurement system context, including data review, entry and quality is highly desirable.
  • Excellent oral and written English skills are required. Oral and written Arabic skills are highly desirable.

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. 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.

Required Documents for Submitting the Proposal

Qualified Individuals can send their application to np-procurement@mercycorps.org with the Title “S2P Vendor Data Admin” along with the following documents by 21 August 2022

  • Consultancy fee on monthly basis
  • CV with Cover Letter 
  • Relevant Past Experience list 
  • Copy of PAN Card