Operations Officer

GENERAL PROGRAM SUMMARY

Mercy Corps (MC) has been present in Kenya since 2008 and has to date built a robust and diverse portfolio of programs working to enable Kenyans affected by poverty, resource scarcity and conflict – in particular the youth, women, adolescents and marginalized communities – to be healthy, productive and to drive peace and development of their communities. To do this, we deliver integrated programming to strengthen resilience, market and governance systems, and address the root causes of conflict. Mercy Corps Kenya (MCK) also collaborates with neighboring countries to implement a number of multi-country and cross-border programs.

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.

SUCCESS FACTORS/ ESSENTIAL SKILLS:

• Initiative-taker, multi-tasker, and able to work effectively and respectfully with local government, private sector, civil society and donors.
• Demonstrated experience in setting up and managing systems and procedures as well as experience in building team commitment toward the achievements of program objectives.
• Team-player with positive attitude to problem solving and conflict resolution. Focused on team building and capacity-building of program staff and will be able to apply creative solutions to program quality.
• Ability to juggle multiple priorities under tight deadlines, and to deal calmly and diplomatically with unexpected events impacting program operations.

LIVING CONDITIONS / ENVIRONMENTAL CONDITIONS

These positions will be based in Garissa, Isiolo & Marsabit. Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit. Team members are expected to conduct themselves professionally and respect local laws, customs, and Mercy Corps policies, procedures, and values at all times and in all in-country venues.

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 EMLOYMENT 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. By applying for this role an applicant confirms that they have not previously violated an employer’s sexual misconduct, sexual exploitation and abuse, child safeguarding or trafficking policy. 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 e-learning courses upon hire and on an annual basis.

As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline (integrityhotline@mercycorps.org).