The Operations Manager provides general management and leadership for all program support functions at the country office level including operations and security. The Operations Manager proactively and informatively communicates and coordinates the program support functions with Mercy Corps staff in program implementation area managed from Kotido. S/he will be responsible for all aspects of operations: procurement, logistics, administration and security in the same area. This position requires about 10% travel to various districts in the region.
Key Duties and Responsibilities:
Strategy & Vision
Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.
Set direction of program support department by prioritizing and organizing actions & resources to achieve objectives and contribute to countrywide strategy development.
Work with the Operations Director and senior management team to support the growth of the program portfolio, formulate strategies and plans.
Develop and organize activities to secure resources for programs and convince stakeholders to provide support.
Interface with government and non-government stakeholders responsible for coordinating all supply shipments via the appropriate approval processes.
Maintain productive relationships with all government, ministries, other stakeholders, vendors, suppliers, etc.
Develop the capacity of the team and assist with continued development of a career path for operations staff.
Facilitate operations aspects of program planning, and upcoming operations resources needs, especially procurements.
Work with all Mercy Corps staff to ensure smooth introduction and adoption of operational systems.
Assist teams in understanding their roles and responsibilities in terms of interaction with operations.
Responsible for full and proper implementation of Mercy Corps systems of management, compliance and control as described in Mercy Corps field manuals.
Work with finance compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities.
Operations – Procurement and Logistics
Ensure that procurement is completed, documented, and delivered to end-user in a timely manner, ensuring that items procured meet the specifications of the end-user while adhering to donor and Mercy Corps procurement guidelines.
Chair tender openings as required.
Establish and maintain pipeline of supplies, overseeing the logistical aspects of the operation; oversee goods/commodity storage and movements as needed.
Supervise the fleet management team and ensure systems to track maintenance, fuel usage and vehicle scheduling.
Liaise with finance to ensure compliance and payment schedules; maintain service contracts.
Coordinate logistics (non-program) aspects of material aid projects and associated shipments; manage importation and customs clearance elements. Oversee equipment registration, licensing and insurance, etc.
Maintain inventory records of materials and materials flow; oversee tracking of all assets.
Coordinate with Mercy Corps’ HQ and field offices on travel and logistics support as required.
Operations – Administration
Ensure administrative systems are implemented as described in the Field Administration Manual.
Oversee set-up and development of Mercy Corps offices including drafting and reviewing contracts for office and housing space, leasehold improvements, IT.
Develop and periodically review country or field office specific policies and communicate them to teams.
Oversee database and file management for administration, procurement, logistics resources documents.
Ensure all aspects of asset management including maintenance of asset register and investigation of missing assets.
Oversee facility management, including housing and office leases; ensure that security standards are maintained at all premises.
Be responsible for any necessary expatriate visas
Ensure that Mercy Corps contracts and business transactions/relationships are transparent and in compliance with Ugandan law and Mercy Corps/donor policies.
Support program start-up through the administration of support teams across various field locations.
Create and maintain operations systems to ensure effective and transparent use of financial resources for timely and informative reporting in line with donor and Mercy Corps policies and procedures.
Finance & Compliance Management: Ensure compliance with donor and Mercy Corps regulations.
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.
Qualifications, Skills and Experience:
The ideal candidate for the Mercy Corps Operations Manager job placement hold a Bachelor’s Degree in Business Administration, Procurement and Logistics Management or a closely related field.
A post graduate qualification in the above disciplines is highly desirable. A professional qualification such as CIPS is an added advantage.
Five years of relevant management experience with 2+ years of supervisory experience
Sound understanding procurement, administration, and logistics management systems.
Commitment to capacity building and team coordination.
Experience working INGOs or businesses in operational functions
Good organizational and management skills and the ability to anticipate project needs.
Proven ability to work cooperatively with others in a team environment, and in a diverse group of national and international staff.
Must be able to advise staff on program and office activities and security issues.
Demonstrated proficiency with the MS Office software (i.e., Word, Excel, PowerPoint) is required.
Fluent in both written and spoken English
How to Apply:
All candidates should send their applications through email to firstname.lastname@example.org addressed to the Human Resource Director, Mercy Corps Uganda. Include a cover letter clearly stating your salary requirements, CV (with 3 referees), and copies of academic qualifications/certificates. Subject of email/envelope should include the position you are applying for.
NB: Only short-listed candidates will be contacted by Mercy Corps. Mercy Corps is an equal opportunity employer; qualified female candidates are strongly encouraged to apply.
Deadline: 11th October 2019