Operations Manager 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 Manager is key person within the operations management team, who ensures resources are planned and utilized efficiently towards effective program support.  They share the overall responsibility for the direction and coordination of Mercy corps logistics activities under the direct supervision of the Operations Director. The manager will backstop the role of the Operations Director whenever absent.

KEY RESPONSIBILITIES:

Strategy, Vision and Management

• Manage reliable and cost-effective operations and effective implementation of the strategies of Mercy corps towards the right direction, including supervision of facilities & office management, information technology, asset management, fleet management, warehouse management and procurement management.
• Set up operational support services to facilitate an efficient supply chain system based on program needs for Mercy corps.
• Work closely with program management teams to facilitate operations aspects of program planning, and upcoming operations resources needs, especially logistics.
• Advocate for operations systems; work with program staff to ensure smooth introduction and adoption of operational systems.
• Work closely with program and finance teams to deliver successful programs while demonstration excellent stewardship of donor funds and compliance with Mercy corps and donor regulations
• Assist program teams and other departments to understand their roles and responsibilities in terms of interaction with operations department. These include trainings, regular coordination meetings, problem solving and procurement planning activities to ensure effective and timely program implementation
• Work closely with finance compliance team to mitigate fraud, conflict of interest, and legal ramifications of Mercy corps activities.
• Support the Operations Director in developing budgets for operations activities of country programs as an integral part of program proposal development and country level budgeting.
• The Operations Manager will have certain representation at the discretion of the Operations Director. The level of representation may vary depending on the country context (i.e. Local Logistics Cluster, NGO Working Groups, Security Forums etc.)

Supply Chain Management

• Participate in the analysis of the purchasing environment at the country level in close collaboration with the Procurement Manager
• Take lead in planning and executing logistics related tenders and management of vendor performance and relationships after tender awards.
• Facilitate training of logistics teams on tasks inherent in supply chain management
• Review and forecast monthly logistics running cost for respective field offices.
• In close collaboration with the Procurement Manager, provide oversight and quality control in the procurement of all durable equipment
• Provide oversight in the proper management of the country’s warehouses and program stocks where applicable.
• Closely monitor and flag up supply chain bottlenecks between the field offices and coordination office in Nairobi, to mitigate procurement delays.
• Provide leadership and optimizing the organization of logistics at country level.
• Formulating technical and geographic propositions for Mercy corps supply chain
• Backstop the Procurement Manager role whenever absent.

 Fleet & Freight Management

• Supports the program team on timely provision of logistics support at a higher level of standards.
• Responsible for sizing the country’s vehicle needs and ensuring optimal use of the same (movement planning, vehicle pooling, purchase, insurance, disposal, etc.)
• Facilitates implementation of a supply strategy for vehicle accessories and consumables (fuel, spare parts, tool kits, first aid kits)
• Manage and control fleet documentation (logbooks, contracts, insurance, etc.)
• Ensure regular maintenance of Mercy corps fleet and good condition of hired vehicles.
• Facilitate continues assessment of transport market and ensure competitive contracts are awarded for vehicle rentals and close administration of the same.
• Facilitate regular review of country’s customs procedures and documentation, identify freight forwarders and track national and international freight and shipments.

Facilities Management

• Oversee the set-up and development of Mercy corps offices for the program to meet needs of team members including drafting and reviewing contracts for office and housing space, leasehold improvements, IT and all administration related policies.
• Oversee facility management, including housing and office leases.
• Supervise construction, rehabilitation and maintenance of all structures related to proper functioning of all Mercy corps facilities in the country (offices, warehouse, residentials)
• Ensure all Mercy corps facilities have a functioning ICT infrastructure with redundancy measures in place.
• Ensure all Mercy corps facilities have an efficient, optimized, and sustainable energy infrastructure with redundancy measures in place.

Assets management

• Oversee tracking of all assets to ensure accurate record keeping of Mercy corps and donor assets in accordance with the Mercy corps Asset Management Manual.
• Size the country equipment needs and develop a strategy for equipment renewal and disposal.
• Ensure Mercy corps facilities equipment and general inventory items are maintained and are up to safety and security standards of Mercy corps
• Monitor and sensitize staff on the proper use of Mercy corps equipment and facilitate appropriate training where necessary.
• Contribute to the formulation of Mercy corps asset usage policies and procedures.

 Security Management

• Support the Operations Director to define country security management plans and strategies appropriate to the identified risks. Update Mercy corps security pack regularly.
• Lead in security assessments in new areas of intervention in Kenya and defining a security risk register.
• Collect and analyze safety and security related information and advisories pertaining to Mercy corps areas of intervention and ensure capitalization of such information.
• Proactively ensure that team members operate in a secure environment and are aware of policies.
• Assist as required in maintaining and advising on appropriate security systems and procedures and ensure all staff adheres to these procedures.
• Develop jointly with the Operations Director the contents of security briefings and facilitate security briefings as appropriate.
• Coordinate closely with the country security focal points on all matters pertaining to security and facilitate tracking of all Mercy corps safety and security incidents.

Team Management

• Develop the capacity of the team, deepen understanding of their roles and assist with career development.
• Ensure smooth coordination of day-to-day activities across the Operations team while always adhering to segregation of duties.
• Promote accountability, communicate expectations, and provide constructive feedback informally and formally via regular one on ones and performance reviews.
• Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
• Hire, orient and lead team members as necessary.

 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

• BA/Supply Chain or Procurement, Finance, Business Administration or equivalent in relevant field
• 8 years’ experience with at least three years management experience in an INGO sector, including experience in operational support.
• Proven supervisory ability and/or technical skills combined with leadership.
• Experience in setting up and managing logistics, procurement and administrative processes.
• Excellent negotiation and representation skills, ability to work comfortably with an ethnically diverse staff in a very sensitive environment.
• Skills in managing, organizing, planning, and implementing assigned tasks under pressure with frequent and tight schedules.
• Strong ability to apply good judgement and decision-making skills in difficult and complex working environments
• Demonstrated analytical and problem-solving skills in handling management and coordination issues independently
• Proficiency in Microsoft Office applications, especially MS Excel and Word
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members
• A demonstrated ability to multi-task and process information into action so as to not delay program activities.
• Excellent oral and written English skills required
• A clear understanding of procurement ethics and donor compliance is essential