Operations Manager

Mercy Corps, Bamako, Mali

Skill Required:, HR and Admin
Preferred Experience: 
3 to 10 Years
Closing Date for Applications: 
31st January, 2016


Job Description

ESSENTIAL JOB FUNCTIONS:

Strategy and Vision

  • Provide program support, coordination, supervision and monitoring designed to meet program objectives.
  • Contribute to the country strategic planning process and provide regular updates.

Personal Leadership

  • Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.
  • Maintain high ethical standards and treat people with respect and dignity.
  • Demonstrate an awareness of his/her own strengths and development needs.

Representation

  • Interface with stakeholders responsible for coordinating all supply shipments via the appropriate approval processes.
  • Communicate with local partners and sub-grantees to verify their systems and ensure that they understand and follow all appropriate procedures and archiving.
  • Maintain productive relationships with all stakeholders, vendors, suppliers, etc.

Team Management

  • 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 respond to operational needs as they arise, 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.
  • Be responsible for full and proper implementation of Mercy Corps systems of management, compliance and control as described in Mercy Corps field manuals contained in the Office in a Box.
  • Work with finance compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities.
  • Oversee interaction and participation in the UN Cluster System.

Operations Management – Human Resources

  • Development/review country or field office specific HR policies and with the HR team communicate to teams.
  • Ensure HR systems are implemented and ensure all HR policies comply with local law.
  • Oversee fair, transparent and timely recruiting processes and the HR database and tracking of team members.
  • Assist managers in implementing the performance review process and a fair and competitive compensation system.

Operations Management - Logistics

  • Ensure timely, accurate processing and documentation of procurements and use of Mercy Corps’ Electronic Procurement System found in the Office in a Box; Chair tender openings as required.
  • Ensure warehouse procedures are followed as described in the Warehouse Policy and Procedures Guidelines.
  • Establish and maintain pipeline of supplies, overseeing the logistical aspects of the operation; oversee NFI, 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.

Operations Management - Administration

  • Ensure Admin. 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.
  • Oversee facility management, including housing and office leases; ensure that security standards are maintained at all premises.
  • Be responsible for any necessary expatriate visa and work permits.
  • Supervise IT System Administrator to ensure functional IT systems.
  • Ensure that Mercy Corps contracts and business transactions/relationships are transparent and in compliance with Malian law and Mercy Corps/donor policies.

KNOWLEDGE AND EXPERIENCE:

  • BA/BS degree in a relevant field.
  • A minimum of 4 years field experience setting up and managing administration, procurement, logistics, and human resource systems with humanitarian NGOs with supervisory responsibilities.
  • Demonstrated understanding of complex emergencies, related security concerns and appropriate responses with experience working in insecure environments.
  • Demonstrated attention to detail, following procedures, meeting deadlines and working and problem-solving independently and cooperatively.
  • Knowledge of Mercy Corps systems and procedures (esp. procurement systems) desirable; M&E experience preferred and knowledge of USAID and UNHCR regulations helpful.
  • Excellent negotiation and representation skills.
  • Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
  • Excellent oral and written French skills required; proficiency in English is strongly desired.
  • Ability to work effectively with an ethnically diverse team in a sensitive environment.

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