Operations Officer at Mercy Corps

GENERAL POSITION SUMMARY

The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions. The overriding objective for the Operations Department is the prompt and effective provision of support services to Mercy corps beneficiary populations in compliance with both Mercy corps and Donor policies, procedures, regulations and specifications. The Operations Officer is responsible for facilitating programs operational support for Mercy corps respective field office. Working closely with Program teams and Country Office Operations team, the Operations Officer is instrumental in supporting program activities in matters procurement, logistics, and general field office administration.

KEY RESPONSIBILITIES:

Procurement

• Daily handling of Mercy corps procurement activities at field office level in close consultation with the Procurement Manager.
• Ensure full understanding and adherence to Mercy corps procurement policies and tools and assist as needed in training field staff on these policies.
• Guide field staff as required to create clear and understandable Purchase Requests (PR) and other procurement related documentation.
• Collect quotations and bids from the field market for PRs as per Mercy Corps standards and formats.
• Directly interact with field vendors during solicitation of quotations – explain Mercy corps procurement standard forms/procedures and ensure that vendors are compliant with the same.
• Prepare the required documentation of procurement transactions and ensure compliance with Mercy corps
• Maintain thorough procurement files as outlined in the Field Procurement Policies and Procedures.
• Facilitate monthly compilation and submission of updated PR Master List to the Procurement Manager.
• Facilitate timely processing of due payments to vendors in collaboration with originators and finance department.
• Maintain an updated data base of field market prices of commonly procurement goods and services

Logistics

• General management of Mercy corps vehicles in close consultation with the Operations Manager.
• Ensure that all field vehicles are safe and road worthy.
• Collecting and distributing of vehicle log-sheets to drivers; responsible for monthly compilation and submission of log-sheets to Operations Manager
• Schedule vehicles use and movement plans to meet programmatic and operational needs.
• Oversee fuel purchase and closely track consumption in coordination with gas station(s)
• Organize regular service schedules for vehicles and ensure repairs are done in a timely manner.
• Responsible for ensuring fleet safety measures are fully implemented and adhered to in accordance with Mercy corps fleet management policy/SOPs.
• Ensure that security incident reports are completed and filed (if related to vehicles).
• Responsible for Warehouse/Stores management and reporting.
• Facilitate proper asset management; maintain proper and updated asset register in close collaboration with the Logistics Officer.

 Office Administration

• Responsible for field office premises general facility management including security and hygiene upkeep and maintenance.
• Manage and renew office and other field premises lease agreements.
• Facilitate procurement of general office supplies for running the field office.
• Ensure proper management and coordination of staff travel arrangements in close consultation with the Logistics Officer and Admin Coordinator
• Preparing comprehensive, accurate and timely monthly operations reports.

Safeguarding

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options

Personal learning and development

• Develop and implement a learning and development plan for yourself to ensure continuous improvement and growth in line with your performance goals and Mercy Corps commitment to organizational learning that allow as you to dedicate 5% of your working time to learning.

Adherence to Policies and Procedures

• Personal conduct should always be professional and respecting local laws, customs and Mercy corps policies, procedures, and values at all times and in all in-country venues.
• Accountability To Participants - Mercy Corps team members are expected to support all efforts towards accountability, specifically to program participants and to international standards guiding international development work, while actively engaging ecosystem as equal partners in the design, monitoring and evaluation of our field projects.
• Diversity and Inclusion – you have a responsibility to create a positive culture and to safeguard equity, inclusion, dignity, and respect for all. Each employee is expected to be a role model for others and ensure alignment with Mercy corps diversity and Inclusion values

KNOWLEDGE AND EXPERIENCE

• A Diploma/higher diploma in Fleet/Logistics Management, a relevant bachelor’s degree is an added advantage
• Must demonstrate understanding of logistics, procurement and administration ethics and good management skills with diverse team with large flow of information and activities.
• Must be able to work independently and prioritize, show initiative experience in an NGO setting.
• A strong understanding of donor compliance and budgets required.
• Good report writing skills and ability to make recommendations for improvements; strong computer (MS Office) skills, filling and organizational skills.
• Good spoken and written English.
• Valid drivers’ license and extensive driving experience.
• Conscientious with an excellent sense of judgment.
• Strong organizational skills.
• Ability to work simultaneously on multiple tasks.
• Ability to work as part of a team and coordinate with project personnel.