Operations Officer

Contingent

Position :- Operations Officer

Location: Afar- Abala

Position Status: Full-time

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.

In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within.

Now, and for the future.

Mercy Corps has been operating in Ethiopia since 2004. In partnership with civil society organizations, academic institutions, private sector, and the government, Mercy Corps Ethiopia has reached more than five million Ethiopians with interventions to save lives and build secure livelihoods. Our programs emphasize market-driven solutions, reinforce social bonds, and help communities build resilience to the impacts of climate change. Currently in six regional states – Afar, Amhara, Gambella, Oromia, Somali, and South Nations, Nationalities and People’s Region (SNNPR), and in Dire Dawa Administration and the capital city of Ethiopia, Addis Ababa – Mercy Corps Ethiopia is driven by the mission to contribute the emergence of a peaceful, resilient, and prosperous Ethiopia which is inclusive of youth and women. Our strategic directions focus in promoting inclusive and dynamic markets; promoting peace and social cohesion through strengthening formal/informal governance structures and citizen engagement; improved natural resource governance; and integrated humanitarian response.

Program / Department Summary

The Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management, IT , Safety and Security Management and facilities & office management for successful program implementation

 General Position Summary

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

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

1. Logistics and Procurement Management (55% of Time)
2. Administration (20% of Time)

• Human Resource (25%)

1. Logistics and Procurement Management [55% of Time]

• Ensure that all procurement processes are handled effectively per Mercy Corps’s internal procedures as well as in line with the donor’s rules and regulations. Beyond the fairness of the price, ensure the quality of items to be procured is meeting the expected standard and the specifications are as requested by the program me technical staff or budget holder.
• Ensure that all vehicle log management is handled effectively and all the necessary processes and procedures are completed per Mercy Corps’s internal policies and procedures as well as according to the donor rules and regulations
• Provide timely and accurate vehicle log report and ensure the mechanisms by which drivers are accountable for the vehicle which they are given responsibility to drive carefully and maintain the vehicle condition in good standard.
• Produce monthly vehicle utilization/performance report and submit this to the Roving PALM Supervisor or to the Addis based PALM Manager ccing the AM/HOO.
• Produce all vehicle accident report with the required details and submit this timely. Follow up all insurance related matters as soon as accidents happpened.
• Coordinate/Consolidate the monthly/quarterly procurement plan and submit this to the Area Manager copying the PALM manager and ROCO based in Addis ;
• Follow up all the logistics monthly and quarterly diary and provide the necessary report/information on time;
• Ensure that the commitment tracking sheet for the Area Office is filled appropriately and coordinate the information with the Area Finance Officer before it is submitted to the Regional Finance Coordinator
• Ensure that all store or warehouse management works are done to the required standard. Ensure that Bin Card/Stock Card is regularly up to date and the physical count of the items is matching with the records in the card.
• Provide monthly logistics performance report per the guidance from the Operations Manager and the ROCO and discuss any material issues in the monthly operations/admin/finance meeting;
• Ensure that for all distributed materials, we have the copies of delivery note and 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;
• Ensure the fixed asset registration is kept to a standard required and provide quarterly updates to the Asset controller in the central office ccing the Operations manager. Ensure that the records kept indicate by which donor source each asset has been purchased;
• Provide support to the programme technical team in coordinating fleet management. Discuss the needs and the plan in the weekly mini operational meeting led by the Area Manager;
•  Ensure all leased or rented vehicle information is kept to adequate standard, the selection processes of service providers is fair and the documentation produced is good enough to be attached to the financial invoices. Follow MC’s internal policies and procedures applicable on procurement of goods and services.
• Provide support on all logistical arrangements for visitors;
• Ensure that all supplies required running the project operation as well as the office is adequately handled.

1. Administration (25% of Time)

• Together with the Area Manager, ensure the safety standard of staff, the premises we are working in.
• Together with the Area Manager, ensure the safety of staff during travel to the project sites ;
• Ensure that we are keeping the copies of all regional state agreements in the office file;
• Ensure we are keeping all copies of lease agreements for office, warehouse in a proper file and follow the end date and renewal;
• Perform various administrative duties per MC’s internal policies and procedures
• Ensure all local admin or legal issues are handled in a smooth way and do regular communication with the HR and Legal Director based in Addis

• Human Resource (25% of Time)

• Ensure employees personal file which mirrors to the file kept in the Addis Office is maintained adequately at the Area Office level
• Ensure that all temporary hires file is kept at the Area Office level and provide monthly report to the HR and Legal Director based in Addis
• Support the Area Manager and other Senior Programme technical staff in all of the induction process of the new staff
• Based on the schedule set, provide various HR related technical report to the Area Manager as well as to the HR and Legal Director based in Addis
• Together with the Area Manager, be one of the primary focal person to implement MC’s HR policies and procedures in the Area Office

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

 INFLUENCE & REPRESENTATION

• Identify, build, and manage collaborative partnerships with local governments and other Mercy Corps stakeholders.
• Communicate effectively with all stakeholders.

Knowledge and Experience

• Five years and more experience in Procurement, Administration and Logistics Management in the non-profit organizations and mainly experience gained in INGO is required.
• Diploma 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

Success Factors

The successful Logistics and Admin Assistant will assist office management tasks and logistics tasks (i.e. asset, procurement, and warehousing) in delivering successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial and training capacity while demonstrating the ability to multi-task, meet deadlines, and process information in support of changing program activities. The most successful Mercy Corps staff members have a solid commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

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 and have signed on to the Interagency Misconduct Disclosure Scheme. 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.