Senior Operations Officer

Program / Department Summary

The Senior Operations Officer will work within the Operations department in JIGJIGA. The Operations department are committed to provide reliable, timely and compliant support to program activities in order to enable those programs to work efficiently. He/She will ensure that all Mercy Corps offices have adequate admin, logistics support to deliver efficient services in compliance with established Mercy Corps and donors’ policies and with host country laws.

General Position Summary

The Senior Operations Officer plays a key role in the Procurement, Administration and Logistics Management (PALM) department. He/she ensures PALM compliance with Mercy corps, donor and host country PALM policies and procedures; and produce reliable, accurate and timely PALM report for all stakeholders involved in.

The post holder should be forward looking, self-driven, operating under minimum supervision, and critical thinker. Furthermore, considering the various expected systemic changes in the future, the post holder should be forward-looking, change oriented and able to develop/train the team capacity in the changing environment.

This job requires travel to the project sites directly managed by Mercy Corps as well as by sub grantees. The main objectives of the travel is compliance monitoring (internal audit nature) of donor rules as well as MC’s internal policies and procedures. Where necessary the objective of the visit could also be capacity assessment or capacity building.

Essential Job Responsibilities

I.                    Procurement and Logistics Management  (60% of Time)

II.                 Administration (20% of Time)

III.              Emergency projects support and field travel (20% of time)

Specific responsibilities include, but are not limited to the following:

Procurement:

• Procure goods and services in accordance with Mercy Corps policies and donor regulations and within the minimum timeframes (lead-time) in a transparent, accountable, and cost effective manner and facilitate the timely and efficient supply of goods and services.
• Assists staff as needed on creating clear and understandable purchase requests and other procurement documentation.
• Track purchase request and ensure timely purchases including maintaining current and orderly files of all procurement activities.
• Distribute request for quotations/invitation to tender and bid documents for suppliers and

·       Obtain Performa invoices as per the specifications on the PR.

• Prepare Purchase requests, Invitation to tenders, Quotation Analysis, Negotiation memo, Purchase Order, Payment Requests, Service contracts, Purchase Agreements, Consultancy Agreement Preferred supplier Agreement as required.
• Proactively coordinate the tendering process for both goods and services, ensuring that the process follows best practice and Mercy corps tender policies;
• Coordinate the procurement of the overseas purchased goods/services and assist and facilitate any import/export activities.
• Maintain proper procurement files guarantee the confidentiality of all specifications and price quotations made by the supplier.
• Support in the bids Evaluations/ analysis for all purchases(goods/services);
• Remain informed about sources of supply, methods, services and materials and interact with Vendors during collection of quotations and represent mercy corps in a professional manner.
• Always accord prompt and courteous reception and fair and equal treatment to all vendors/suppliers and their representatives.
• Provide equal opportunity to vendors/suppliers to make price and specification quotations.
• Follow up payments made on time for suppliers.
• Ensures timely and safe delivery of items/ goods to the warehouse with proper documentation and coordinate with the storage and transfer of items to field sites.
• Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals.

·       Identify potential, credible and competent vendors for MC and maintain contact with suppliers and conduct price comparison in order to get the best price and quality material.

·       Keep records of supplier database and maintain files of current market prices for commonly bought items.

• Carry out price surveys and maintain price list for routinely purchased items from preferred vendors and ensure prices charged by the suppliers are the market prices;
• Ensuring all specifications in the purchase requisitions are captured in the requests for quotations and subsequently in the purchase order;
• Tracking in-coming shipments of ordered goods, reviewing completeness and accuracy of shipping and confirming timely arrival of the right quantity and quality of delivered consignments;
• Assist in communicating changes in the supply chain policies to both Internal and external body and responding to audit queries on time;
• Liaise with the MC legal team to ensure compliance with all applicable laws and policies in the preparation of Service Contracts and Service Level Agreement (SLAs) and service contracts;
• Coordinate vendor performance management review using the approved MC tools and participate in decision making based on the evaluation;
• Flexibility in supporting any other units in case the officer assigned is away on leave, official duty, overwhelmed by sudden increase in order requests or during normal duty rotation.
• Ensure that all procurements recorded and tracked; and procurement and logistics files clearly managed.
• Ensure all field teams are adequately capturing pipeline information, and that program staffs are well-informed about incoming goods and material; and provide weekly procurement status reports to the units he/she supports;
• Ensure that eligibility and compliance checking (RPS) cleared before contract is signed and payment is effected to suppliers.
• Ensure that the procurement activities are efficient, legal, ethical and in line with Mercy Corps procurement policies and procedures and donor procurement rules and regulations.
•  Beyond the fairness of the price, ensure the quality of items procured meets the expected standard and the required specifications;
• Coordinate/Consolidate the monthly/quarterly procurement plan, make sure procurement done according to the plan, and document the hard copy.
• Ensure that the commitment-tracking sheet for the Area Office completed appropriately and coordinate the information with the Area Finance Officer before submitted to the Regional Finance Coordinator;
• Advise train and support staff in field office to deliver efficient procurement processes and facilitate the timely and efficient supply of goods and services, provide guidance for proper procedures and documentations.

Fleet Management:

• Oversee Mercy Corps and donor Fleet management policies and procedures followed.
• Ensure accurate vehicles log report is produced and submitted to the head office
• Ensure the mechanisms by which drivers are accountable for vehicles they drive; and authorized vehicle movement.
• Oversee that monthly vehicle utilization/performance report produced and submitted to the Country Transport Manager.
• Follow up that vehicle accident report with the required details are submitted timely to the insurance company and the head office; follow up all insurance related matters when accident happens.
• Provide support to the program technical team in coordinating fleet management and discuss the needs and the plan in the weekly mini operational meeting.
• Ensure efficient and effective weekly vehicle planning and utilization and integrate with program and operation staff.
• Work with the country Transport officer to monitor field vehicle insurance, accident reports, fuel use reporting, appropriate vehicle use, drivers training and basic vehicle maintenance and checks, and maintenance of vehicle log files; and vehicles maintained in good standard.
• Train staff on vehicles expense reporting and using vehicles expense tracking.
• Ensure that all the field office vehicles are equipped with updated safety equipment, materials and kits and conduct regular spot checks.

Warehouse and Asset management:

 ·       Oversee that Mercy corps warehouse and Asset management policies followed.

·       Ensure that Bin Card/Stock Card regularly updated and the physical count of the items is matching with the records and report produced as required.

·       Ensure the fixed asset registration followed Mercy corps and donor policies and provide quarterly updates to the head office.

·       Ensure that beneficiary distribution lists and donation/ handover documentation are properly completed, reconciled, filed with supported documents are maintained for audit purposes and provide training and advice as required;

·       Support annual physical inventory and related reconciliation process and prepare reports.

·       Ensure inventory control systems and asset management procedures are in place in all field warehouses and stores under his/her supervision and provide training as needed;

·       Advise programs and operations on efficient utilization of materials in the store and propose possible measures on old grant items in the store.

·       Control Asset and property movements within and from the field office

 Administration:

·       Ensure the safety standard of staff, the premises we are working in and the guesthouses where visitors stay; and provide support on all logistical arrangements for visitors; and ensure the safety of staff during travel to the project sites.

·       Ensure that copies of all agreements/ Commitments documented in the office file.

·       Ensure we are keeping all copies of lease agreements for office, guesthouse and warehouse in a proper file and that all lease agreements and service contracts kept to adequate standard.

·       Participate on the process of renting new offices and provide guidance and advise; and ensure that the process is fair and as per MC and donor policies and procedures;

·       Provide monthly logistics performance report as per the guidance from the PALM manager and discuss any material issues in the monthly operations/admin/finance meeting

·       Ensure that all supplies purchased to run project operation as well as the office managed well.

·       Ensure staff under his/her supervision sets performance objective and conduct performance evaluation as per MC policy.

·       Follow the on time submissions of time sheets of staff under his/her supervision.

·       Represent Mercy Corps to its constituent groups (donors, partners, government and the public) by demonstrating a personal commitment to the mission and values of Mercy Corps.

·       Ensure staff under his/her supervision attended the Mercy corps online code of conduct and security management trainings; and that they are aware of the Mercy Corps online resources.

·       Ensures that supervised staff are adequately trained, identifies additional training needs to achieve high working standards.

·       Prepares contingency plans and logistics preparedness reviews.

·       Supervise and coordinates logistics operations at satellite offices.

Emergency Team Support:

• Support planning and implementation of  emergency related PALM activities, including, but not limited to, commodities movement planning and budgeting, commodities management planning,
• Provide technical support to the field office emergency project team in warehouse management, commodities movement, budget preparation for PALM-related activities, vehicle management.
• Ensure that all the necessary formats and logistic arrangements are in place before staring distribution; and assist on emergency response as required.
• Ensure that beneficiary distribution lists and hand over notes collected from field offices, reconciled and files with supported documents maintained for audit purpose.
• Provide training and technical support on obtaining beneficiary signature and documentations required during/before distribution.
• Assist the emergency team while renting houses, organizing offices, arranging transportation and providing the required logistics service.
• Assist the emergency team on distribution and documentation and reporting.
• Maintain smooth relationships between support and emergency team.
• Ensure that the emergency warehouse and asset management complies with Mercy Corps and Donor policies and procedures.
• Ensure that the emergency response complies with Mercy Corps and Donor PALM policies and procedures and host country laws.
• Ensure that for all distributions the materials have reached the beneficiaries. Keep good standard filing system for distribution list and provide the information as and when requested by internal management or auditors.

Perform any other similar tasks that may be reasonably assigned by the line manager in any one of the above components.

Strategy & Vision

·       Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.

·       Set direction by prioritizing and organizing actions & resources to achieve objectives and contribute to countrywide strategy development.

·       Develop and organize activities to secure resources for programs and convince stakeholders to provide support. 

Team Management

·       Develop the capacity of the team, deepen understanding of their roles and assist with career development.

·        Assist team members with information, tools and resources to improve performance & reach objectives.

·       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.

Finance & Compliance Management

·       Ensure compliance with donor and Mercy Corps regulations related to emergency programming.

·       Draft and/or review scope of work to hire and manage any technical consultants, including review for technical efficacy and contract budget.

 Influence & Representation

·       Identify, build and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments and other stakeholders.

·       Communicate effectively to ensure overall project targets and donor obligations are met.

 GEDSI (GENDER, EQUALITY, DIVERSITY AND SOCIAL INCLUSION)

·       Be a thought partner in the recruitment of diverse team and promoting inclusive and safe work environment including supporting early career team members to fulfil their professional goals)

·       Lead by example to promote gender equal and inclusive workplace culture in a day-to-day interaction with team members, partners and program participants 

Security

·       Ensure compliance with security procedures and policies as determined by country leadership.

·       Proactively ensure that team members operate in a secure environment and are aware of policies.

Organizational Learning 

·       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.

·       Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

• Five years and more experience in Procurement, Administration and Logistics Management in the non-profit organizations and mainly experience gained in INGO is required. 
• Degree in Purchasing and Supplies Management/Management/ Business Administration/ Accounting/Marketing is required.
• Advanced computer skills in MS Office programs, particularly in word and Excel
• Prior management experience and strong organizational skills
• Excellent oral and written English  and Somali language skill

Success Factors

• Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills; team oriented
• Good computer skills (especially Microsoft Excel, Word Processing, and Outlook)
• Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse group of people
• High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.
• Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary
• Excellent communication skills, written and oral are required.
• Demonstrated cultural sensitivity and appropriate flexibility.
• Emotional maturity and physical stamina.
• Demonstrated experience in managing Matrix Reporting is needed 
• Willing to travel to Mercy Corps field offices and project sites.

All interested candidates are encouraged to apply for the position advertised.  All applications should be submitted to the Mercy Corps office/through e-mail that includes a CV, three references, and all relevant official documents. Applications will not be returned and will not be retained for future recruitment efforts.  In order to ensure fairness to all applicant’s personal inquiries are not permitted.

 Only candidates that are short listed will be acknowledged and called for interviews.

 “Mercy Corps is an equal opportunity employer promoting gender, equity and    diversity. Qualified female and young candidates are strongly encouraged to apply. We are committed to empower women and youth.”

DEADLINE FOR ALL APPLICATIONS: 18 June 2022

 Please send non-returnable applications and credentials to one of the following addresses: 

[email protected]

 Note: Please make sure that you mention the position title in the subject line of your email application. OR:

Mercy Corps Recruiter

Addis Ababa: P.O. Box 14319

Arbaminch: P.O. Box 33, Jijiga: P.O. Box 225

Negelle Borena: P.O. Box 116

Dire Dewa: P.O. Box 974

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NAGUSOO BIIR ---  SOMALI JOBS

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