Organization: Mercy Corps
Country: Democratic Republic of the Congo
Closing date: 04 Nov 2013

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been operating in the Democratic Republic of the Congo (DRC) since August 2007, with a staff of over 150 people working in North Kivu and Province Orientale. Mercy Corps’ national office is in Goma with sub-field offices in Nyanzale, Mweso, Butembo (North Kivu) and Dungu (Province Orientale). Current Mercy Corps activities focus on the provision of Water, Sanitation and Hygiene (WASH) services in camps of internally displaced people, but also large-scale WASH infrastructure and service delivery development in urban centres. Mercy Corps also has Food Security, Economic Recovery/Development and Governance programs, with an increasing shift towards transitional and integrated development programming. The DRC team has a strong commitment to providing entrepreneurial and innovative solutions to development challenges, and is actively seeking and facilitating market-based solutions.

GENERAL POSITION SUMMARY:

Working under the Country Director (CD) based in Goma, the Operations Director (OD) is responsible for operational oversight of the Mercy Corps Country Program, including smooth functioning of all procurement, administrative, human resources and logistics functions, as well as day-to-day security management.The OD will also be responsible for acting as Head of Office in Goma and thus oversee the day-to-day running of the main Country Office.

ESSENTIAL JOB FUNCTIONS:

Program Support Operations:

• Assume direct responsibility for ensuring effectiveness of operations systems for program impact including finance, logistics, security, IT, administration and human resources, and ensure transparent use of financial resources in compliance with Mercy Corps and donor policies and procedures, and DR Congo and relevant international laws.
• Work closely with the Country Director, Program Managers/Directors (PM/Ds), Heads of Offices etc. to ensure that all operational departments are working in close collaboration with programs to facilitate smooth, efficient and effective implementation.
• Recruit, manage and motivate an informed, skilled and efficient team as necessary; incorporate performance management systems and staff development strategies into the team building process.
• Uphold Mercy Corps’ Zero Tolerance policy to corruption.
• The OD will also work closely with the CD and PM/Ds on implementing, maintaining and improving a Quality Control and Compliance (QCC) system of programmatic operations and documentation, to ensure compliance and linkages with financial monitoring, as well as institutional memory. Close collaboration during new program development will also be an important responsibility.

Field Office Operations:

• Work closely with the Heads of Office in each field site to ensure that support systems and structures are in place and compliant with relevant internal and external policies and procedures.
• Ensure that security procedures and standards are in place and respected in each field site, and that field office operations create an enabling environment for smooth program implementation.
• Conduct frequent field visits to all project sites for supervision and support, and maintain close collaboration with the Heads of Office in each field site to ensure operational and programmatic cooperation in each field office.

Operations Management - Human Resources:

• Facilitate transparent, effective and timely recruitment of vacancies, including providing sound orientation.
• Ensure the HR systems for national staff are implemented as described in the HR section of the Field Administration Manual and DRC Personnel Manual (Reglement d’Ordre Interieur), and assist with updating the Manuals as necessary.
• Ensure that all expatriate staff obtain an orientation (onboarding) upon arrival and have access to all the relevant manuals and internal policies/procedures.
• Continue the development of country or field office HR policies (e.g., National Personnel Manual, phone policy, salary increase) and communicate new policies to all staff as described in the Field Administration Manual.
• Assist other managers to properly implement the performance review process to ensure proper talent management (star performers are rewarded, plan for underperforming team members).
• Oversee the HR database (and other follow-up systems) and proper tracking of key dates for team members.
• Ensure all HR policies and practices comply with local laws.
• Work closely with finance compliance to mitigate fraud, conflict of interest, and legal ramifications of Mercy Corps activities.

Operations Management – Administration / IT:

• Ensure the Administration systems are implemented 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 and ensure that security standards are maintained at all premises.
• Oversee timely travel reservations and arrangements, and maintain strong relations with transport providers.
• Ensure that all government-required authorizations and documentation are complete and up-to-date.
• Responsible for expatriate visa and work permits, as necessary.
• Oversee timely and compliant payroll management. Prepare National staff monthly payroll in association with the Finance Department.
• Ensure that all Mercy Corps contracts and business transactions/relationships are transparent and in compliance with DRC laws and Mercy Corps/donor policies.
• Assist the program team and departments to understand their roles and responsibilities in terms of interaction with the Administration departments. These include trainings, regular coordination meetings, problem solving and necessary planning activities to ensure effective and timely program implementation.
• Ensure that the mission maintains electronic records and backups according to MC standards and that there is a coherent strategy and systems in place for doing so.
• Ensure that a telecommunication strategy is developed to ensure high standards of communication management at the lowest possible cost.
• Ensure that all software licensing is up-to-date and compliant.

Operations Management - Logistics:

• Ensure timely and accurate processing and documentation of procurements, and 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.
• 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.
• Provide direct support to ensuring that all field offices meet minimum standards.
• 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.
• Maintain inventory records of materials and materials flow in all offices; use innovative information communication technology to improve efficiency and cut costs.
• Oversee customs clearing, equipment registration, licensing and insurance, etc.
• Chair tender openings as required.

Security:

• Serve as the country team’s security focal point to maintain systems that ensure the safety and security of the team in all aspects of its work.
• Ensure that programs are designed and implemented with a clear analysis and understanding of security management priorities, and that each office has regularly updated Security Operating Procedures and Security Management Plans in place.
• Attend security meetings and provide briefs to the Country Director.
• Ensure that security reporting (incident/situational) as well as monthly overviews are reported in a timely manner and according to internal procedures.

Head of Office:

• Facilitate the coordination between program and operations teams – e.g., holding regular meetings and following up on issues, challenges, complaints etc.
• Ensure all day-to-day office management tasks are carried out; including office budgeting and cost control, to the highest professional standards.

Representation:

• As appropriate, interface with relevant government authorities responsible for international NGOs, labor, staff development and personnel taxes (in coordination with the Finance Director).
• Participate in Administrative working groups with other NGOs.

Other

• Develop a comprehensive dash board to ensure follow-up and analysis is updated on a monthly basis in all operational and program areas (i.e., finance, administration, Human Resources, Logistics, Security, and every program).
• Provide innovative solutions to ensure that Mercy Corps DRC makes use of technology where possible and develops systems that are of the highest professional standard.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
• Other duties as assigned and appropriate.

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: Goma based Administration/Human Resources and Logistics Officers, and Security Manager (maximum of 7 direct reports).

ACCOUNTABILITY:

REPORTS DIRECTLY TO: Country Director

WORKS DIRECTLY WITH: Program Managers/Directors, and all DRC Country Program staff, regional and headquarters staff as appropriate.

KNOWLEDGE AND EXPERIENCE:

• MA/S or equivalent in social science, management, international development or other relevant field;
• At least 5 years of overseas experience including at least 3 years in a management position, preferably including in francophone Africa;
• Extensive experience in logistics, administration and or procurement.
• Experience managing humanitarian relief and post-conflict programs in areas of affected by conflict and insecurity;
• Private sector experience highly desirable;
• Knowledge of major donor requirements and compliance issues;
• Solid knowledge of security protocols and ability to work appropriately in an insecure environment;
• Strong management skills, with good understanding of relevant cross-cultural issues;
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members;
• Fluent written and oral communication in French and English.

SUCCESS FACTORS:

The successful Operations Director will possess senior level experience in managing or coordinating humanitarian relief and/or post-conflict programs in areas affected by conflict, instability and insecurity. The OD will also possess experience negotiating in difficult market conditions, which may have been obtained from working in the private sector. S/he will have an outstanding ability to multi-task, prioritize, solve problems, and pay simultaneous attention to detail and strategic vision. S/he will also have proven experience with cross-cultural teams, with strong leadership and mentoring skills. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations. In DRC, patience, diplomacy, tenacity, compassion, determination and a sense of humor are all success factors.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

While conditions in the country are improving, and security is quite stable in Goma, there are still pockets of violence and insecurity and petty crime is on the increase. Mercy Corps' sub-offices experience variable levels of insecurity, with the situation closely monitored by UN peacekeepers. Years of conflict and corruption have badly damaged the country's infrastructure. Air travel is necessary to get from one end of the country to the other. There are virtually no telephone land lines in the DRC, though mobile phones and cellular service are widely available. Internet is limited, but available in all Mercy Corps offices. Travel to field sites will be required where living conditions are clean and secure, but basic. There are a number of health services available with several evacuation options for serious illnesses. There’s reasonable access to most consumer goods, although they can be expensive. This is an accompanied post based in Goma. The position is entitled to individual housing in Gisenyi only and is not eligible for hardship but is eligible for one R&R per year.

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. Staff 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.

Exceptions: Some operations for certain programs will have their own operations management embedded within the program itself.

How to apply:

APPLY VIA URL:
http://mercycorps.silkroad.com/epostings/submit.cfm?fuseaction=app.dspjo...