CHARITY JOBS IN AFRICA

Organization: Mercy Corps
Country: Liberia
Closing date: 02 Dec 2014

This role is pending funding

GENERAL POSITION SUMMARY:

The Operations Manager is a member of the country’s senior management team and is responsible for enabling excellence in all operations functions in Liberia including Procurement, Logistics, Assets, Fleet, Warehousing. S/he ensures effective systems that support strategy for healthy, robust and integrated functions of local team members.

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been operational in Liberia since 2002. With prior programs in food security, peacebuilding, and youth empowerment, Mercy Corps’ goal in Liberia for the next three years is to accelerate sustainable economic development for vulnerable and poor populations through integrated livelihoods and market systems development approaches. With a focus on development programming, Mercy Corps is implementing youth livelihoods and civil society building programming, as well as agricultural market development programs, in/around Monrovia and surrounding counties. Following the Ebola Virus (EBV) outbreak, Mercy Corps has shifted its focus to include a response with a strategy that is based on a public health approach with widespread raising of awareness and information.

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.

Representation

• Interface with stakeholders responsible for coordinating all supply shipments via the appropriate approval processes.
• Communicate with local partners, as well as subgrantees, to verify their systems and 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 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.
• 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 - 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 (country) law and Mercy Corps/donor policies.

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: country operations team

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:

• BA/BS degree in a relevant field.
• A minimum of 3- 5 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 in Liberia and 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 regulations helpful.
• Excellent negotiation and representation skills.
• Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
• Excellent oral and written English skills required.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

SUCCESS FACTORS:

The successful Operations Manager will be good at problem solving and have the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations. S/he will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial as well as training capacity, while demonstrating the 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. 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.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

The position will be based in Monrovia, and may require travel to outlying counties and communities throughout Liberia. The security situation is stable but could change quickly in localized circumstances, although general unrest is not anticipated because of a significant UN, US military, and local police forces to maintain public safety. Monrovia is served by an international airport and has many hotels, restaurants and grocery stores. Health services are currently limited and while we have made provisions for emergency care, team members should not anticipate an environment where casual outpatient services are available. Because safe access to health services should not be anticipated, a degree of self-sufficiency in first aid and medications should be considered. Candidates must consider taking anti-malarials as a preventative measure and other measures to lower their risk of requiring medical services. Candidates with chronic health issues should consider disclosing and self-eliminating from this recruitment process. Currently there is an 11 pm curfew, which could change at anytime, and staff should expect some interruption of movement as the government manages the Ebola situation. Housing will either be at private residences as group housing or at nearby hotels. Traveling in and out of Liberia is increasingly complicated with many commercial airlines suspending service and many countries closing their borders (air, land and sea) to individuals coming from Liberia. Two commercial airlines continue to serve Liberia (Brussels Air and Air Maroc) and UNHAS is currently working to establish air service to Dakar, Senegal and Accra, Ghana.

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.

How to apply:

Please apply directly at:
http://mercycorps.silkroad.com/epostings/submit.cfm?fuseaction=app.dspjo...