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.