Mercy Corps is an
international development organization that helps people around the world
survive and thrive during crisis and natural disaster. Mercy Corps works in
more than 40 countries to alleviate suffering and poverty by helping people
build secure, productive and just communities. Since 1979, mercy Corps has been
helping people in the world’s toughest places to turn crises into opportunities
to thrive
We are recruiting to
fill the following position:
OPERATIONS MANAGER
PRIMARY LOCATION: Abuja, Nigeria
POSITION STATUS: field-based, full-time
PROGRAM/DEPARTMENT
SUMMARY:
Mercy Corps has been
present in Nigeria since December 2012 helping citizens of Nigeria in Nigeria
work toward building a more peaceful and hopeful future. Mercy Corps has been
addressing the humanitarian needs in Nigeria through: Conflict & Governance:
Supporting religious leaders to discuss tolerance and lead peace-building
activities in their communities; Economic opportunity: Empowering communities
to identify improvement projects that create jobs and bring conflicting groups
together for the common goal of boosting economic activity; Women & Gender:
Teaching financial literacy and job skills to girls aged 15-19. Mercy Corps
will continue these activities in Nigeria expanding on them and offering a
multi-sectorial approach that will address social, economic and infrastructure
needs. Through these activities Mercy Corps seeks to provide residents of
Nigeria with the means to achieve a long-term recovery.
GENERAL POSITION
SUMMARY:
The Operations Manager
is a member of the country’s senior management team (SMT). The Operations
Manager is responsible for all operations functions in Nigeria including
Procurement, Logistics, Assets, Fleet, Warehousing, Admin, and HR. S/he ensures
compliance with donor regulations as well as Mercy Corps’ internal policies and
procedures, updates local manuals and policies, and builds the capacity of
local Operations team members. S/he provides support and advises the Country
Director, Finance Manager and senior Program Management on operational issues.
ESSENTIAL JOB FUNCTIONS:
Management
One of the most critical
aspects of this role is to develop the capacity of staff subordinates.
Work closely with
program management to facilitate operations aspects of program planning, and
upcoming operations resources needs, especially procurements.
Advocate for operations
systems: work with all Mercy Corps staff to ensure smooth introduction and
adoption of operational systems.
Work closely with
program and finance teams to deliver successful programs while demonstrating
excellent stewardship of donor funds and compliance with MC and donor
regulations.
Assist the program team
and departments to understand their roles and responsibilities in terms of
interaction with operations departments. These include trainings, regular
coordination meetings, problem solving and procurement planning and other such
planning activities to ensure effective and timely program implementation.
Responsible for the
management of all operations functions and staff; responsible for the 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 closely with
finance compliance to mitigate fraud, conflict of interest, and legal
ramifications of Mercy Corps activities.
Operations Management –
Logistics:
Ensure timely and
accurate processing and documentation of procurements: the process, ensure
accurate paperwork and a supply chain as described in the Field Procurement
Manual.
Ensure procurement
records systems are well managed and maintained.
Oversee use of the
Electronic Procurement System found in the Office in a Box.
Ensure the warehouse
procedures are followed as described in the Warehouse Policy and Procedures
Guidelines.
Establish and maintain
pipeline of supplies to Nigeria if need be overseeing the logistical aspects of
the operation.
Supervise the fleet
management team and ensure that systems are in place to track maintenance schedules,
fuel usage and vehicle scheduling as described in the Field Fleet Management
Guidelines.
Maintain service
contracts.
Liaise with finance to
ensure compliance and payment schedules.
Oversee tracking of all
assets to ensure accurate record keeping of Mercy Corps and donor assets,
including exceptional items that require registration and movement tracking, in
accordance with the Mercy Corps Asset Management Manual.
Coordinate logistics
(non-program) aspects of material aid projects and associated shipments, and
managing the importation and customs clearance elements.
Maintain inventory
records of materials and materials flow in all warehouses.
Oversee customs
clearing, equipment registration, licensing and insurance, etc.
Chair tender openings as
required.
Operations Management –
Human Resources:
Ensure the HR systems
for national staff are implemented as described in the HR section of the Field
Administration Manual.
Continue to the
development or review of country or field office specific HR policies (National
Staff Policy Handbook, phone policy, salary increase) and with the HR team
communicate new policies to all staff as described in the Field Administration
Manual.
Oversee a fair and
transparent, and timely recruiting process including orientation and
on boarding.
Assist other managers to
properly implement the performance review process to ensure proper talent
management (star performers are rewarded, plan for under performing team
members)
Implement a fair and
competitive compensation system.
Oversee the HR database
and proper tracking of key dates for team members.
Ensure all HR policies
comply with local law.
Operations Management –
Security
To act as the Mercy Corps
Nigeria Security Focal Point.
Conduct security risk
assessments of core operational features and record and report findings;
Advise the Country
Representative of emerging threats and trends;
To develop and maintain
a security alert tree, where staff can be informed of incidents and developing
situations;
To ensure that compound
guards remain an effective and credible deterrent;
To coordinate and
monitor security activities to ensure that safety policies and procedures are
implemented;
To develop and maintain
emergency and evacuation plans;
To ensure through
comprehensive briefings, that all staff and visitors to are fully appraised of
the risks, the prevailing security situation and any security procedures.
To manage and maintain
all security communications equipment;
Operations Management –
Administration:
Ensure the Admin systems
are implemented as described in the Field Administration Manual
Oversee the set-up and
development of Mercy Corps office(s) to meet needs of team members including
drafting and reviewing contracts for office and housing space, leasehold
improvements, IT.
Continue to the
development or review of country or field office specific policies (phone
policy, IT policy, per diem) and with the administration team communicate new
policies to all staff as described in the Field Administration Manual.
Oversee database &
paper file management for administration, procurement, logistics resources
documents.
Oversee facility
management, including housing and office leases for the office. Ensure that security standards are maintained
at all premises.
Responsible for
expatriate visa and work permits, if necessary
Supervise IT System
Administrator to ensure IT systems functions as needed.
Ensure that all Mercy
Corps contracts and business transactions/relationships are transparent and in
compliance with Nigeria law and Mercy Corps/donor policies.
Strategy and Vision
Provide program support,
coordination, supervision and monitoring activities designed to meet program
objectives.
REPRESENTATION:
As appropriate interface
with the (donor) person(s) responsible for coordinating all supply shipments to
Nigeria via the appropriate approval processes.
Interfacing with our
partners as well as sub-grantees, to verify their systems and that they
understand and follow all appropriate procedures and archiving.
Organizational Learning:
As part of our commitment to organizational learning and in support of our
understanding that learning organizations are more effective, efficient and
relevant to the communities they serve – we expect all team members to commit
5% of their time to learning activities that benefit Mercy Corps as well as
themselves.
Accountability to
Beneficiaries: Mercy Corps team members are expected to support all efforts
towards accountability, specifically to our beneficiaries and to international
standards guiding international relief and development work, while actively
engaging beneficiary communities as equal partners in the design, monitoring
and evaluation of our field projects.
Supervisory
Responsibility: All country Operations
(Logistics and Administration) staff.
ACCOUNTABILITY:
Reports Directly
To: Country Director
Works Directly
With: Program Managers, Chiefs of Party,
Finance Manager, Security Staff.
Collaborates With: All
MC logistics and operations team as required.
KNOWLEDGE AND
EXPERIENCE:
Masters Degree in
Management, Procurement and Logistics or related field
7 years field experience
in administrative or operational support functions with a humanitarian
non-governmental organization with supervisor responsibilities.
Experience in setting up
and managing administration, procurement, logistics, and human resource
management.
Demonstrated
understanding of complex emergencies, related security concerns, and
appropriate responses to such emergencies.
Excellent writing and
communications skills
Excellent negotiation,
representation, skills and the ability to work comfortably with an ethnically
diverse staff in a very sensitive environment.
Effective verbal and
written communication, organizational, prioritization and Microsoft Office
applications.
Demonstrated attention
to detail, ability to follow procedures, meet deadlines and work independently
and cooperatively with team members.
Proven ability to solve
problems independently without direct supervision.
Experience living and
working in Nigeria preferred.
Knowledge of Mercy Corps
systems and procedures (particularly Mercy Corps procurement systems) highly
desirable.
M&E experience
preferred.
Knowledge of donor (DfID
and USAID) regulations helpful.
Success Factors:
Critical is problem
solving, and the ability to work out methods to deliver successful programs
while demonstrating excellent stewardship of donor funds and compliance with MC
and donor regulations. Maintaining strong cooperating relationships with other
departments is crucial. A successful candidate will have the ability to
interact effectively with international and national personnel both in a
managerial as well as training capacity and demonstrate ability to multi-task,
meet deadlines and process information in support of changing program
activities. S/he will be able to live and work closely with a diverse team of
individuals in a highly intense and fluid work and security environment and be
willing to travel regularly to Mercy Corps field offices and project sites.
Living
Conditions/Environmental Conditions:
This position will be
based in Abuja and frequent travel will be required to project sites in
relevant cities.
Mercy Corps Team members
represent the agency both during and outside of work hours when deployed in a
field posting or on a visit/TDY to a field posting. Team members are expected
to conduct themselves in a professional manner and respect local laws, customs
and Mercy Corps’ policies, procedures, and values at all times and in all
in-country venues.
TO APPLY
All applications should
be sent to: mercycorpshr@gmail.com with subject MEL ADVISOR on or before 15th
January 2014.
DUE DATE: 15 January,
2014
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