Operations Officer US Non-profit Careers – Mercy Corps

Job
Title:         
 Operations
Officer
Organization: Mercy
Corps
Duty Station: Uganda
About US:
Mercy Corps is an
International NGO that exists to alleviate poverty and oppression by helping
people build secure, productive and just communities. Mercy Corps has been
fully registered in Uganda as an operational NGO. Currently Mercy Corps has an
office in Kampala and is implementing Food Security programs which comprise of
Water and Sanitation, Livelihood and Agriculture and Conflict Mitigation
Management Program in North and North Eastern Uganda. We implement programs in
the northern districts of Pader, Kitgum, Agago, Lamwo, Kaabong, Abim and Kotido
with funding from USAID, USDA, Walmart Foundation, SDC, DFID as well as other
private donations.
Job Summary:  The Operations Officer responsible for leading
the operations function in Kaabong Office. Supports/ maintains the operation
field support function in a timely manner. The operations officer oversees all
arrangements and coordination for program support procurement, logistics, fleet
and warehousing duties.
Key Duties and Responsibilities: 
Project
Goods/Commodities Logistics:
  • Manages all activities associated with the delivery and receipt of
    goods/commodities from internal or external vendors to planned
    destinations in Kaabong office in coordination with MC staff
  • Plan goods delivery to MC Kaabong office or Project sites in
    accordance to the needs, while minimizing cost and taking into account any
    other delay effects
  • Maintain strict adherence to relevant donor policies and procedures
  • Tasked with negotiating contracts with any service providers and
    suppliers
  • Complete required and customary documentation for any goods such as
    waybills, bills of lading, customs declarations etc.
  • Maintain contact with partners (NGO partners and others) to ensure
    smooth coordination of operations activities
  • All other activities to ensure the smooth and consistent delivery of
    goods and supplies to offices or distributions points.
  • Procurement – Participates in all procurement activities to ensure
    purchasing is done according to Mercy Corps procurement policy and
    completed in a timely manner, including, but not limited to:
  • Obtains quotations and pro forma invoices from suppliers and vendors
    as necessary;
  • Prepares Quotation Analysis and submits to the relevant supervisors.
  • Completes Goods Received Notes for items received from Head office.
  • Maintains current and orderly files of all procurement documents
    processed through the Head office.
  • Maintain the PR linked database in computer and ensures the hardcopy
    files match the database softcopy
File Maintenance:
  • All operations files must be clearly maintained. These files must
    always be updated, organized, clearly marked, and complete.
  • Pipeline prospectus reports for all good/commodities request by MC
    in for Kaabong office or program, produced and filed by field office or
    program.
  • Warehouse reports (including receipts, dispatches, internal waybills,
    and information regarding laborers and equipment), produced and filed by
    month
  • Manuals, documentation, receipts, shipping documents, and other
    critical information such as passwords or programming is to be safely kept
  • Copies of goods receiving notes for all procured items purchased in
    Uganda Kampala and transferred to MC Kaabong field office
Field Asset
Management:
  • Maintain the asset records for the Kaabong office and update a
    centralized Assets inventory of all MC Uganda offices
  • Ensure all the items bought that falls under Asset category
    according to MC Policies are properly registered on the Asset Register
    with all the required information
  • Maintain a softcopy of the Asset Register for Kaabong.
  • Liaise with the field offices on the Assets Management, monitor if
    the register is properly maintained and it matches with the centralized
    softcopy.
  • Every six months review and physically crosscheck the Asset Register
    with the assets to ensure the asset tags are available on the assets and
    update the assets condition – depreciation if applicable.
  • Overall responsibility for the MC Uganda Operations
  • Conduct himself/herself both professionally and personally in such a
    manner as to bring credit to Mercy Corps.
  • Perform other tasks as requested and needed by the Mercy Corps
    Operations in Kaabong.
  • Conduct him/herself both professionally and personally in such a
    manner as to bring credit to mercy corps and not to jeopardize its
    humanitarian mission
  • Ensure compliance with security procedures and policies as
    determined by Mercy Corps Country Program.
  • Proactively ensure that team members operate in a secure environment
    and are aware of 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 toward 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.
Ethics and
Integrity:
All Mercy Corps
staff member are expected to behave ethically and demonstrate highest integrity
in their professional and personal life. Mercy Corps has zero tolerance to any
form of fraud, corruption, abuse, harassment or exploitation. Any breach of our
policies or misconduct will lead to disciplinary action or may lead to
termination.
Qualifications, Skills and Experience:
  • The ideal candidate for the Mercy Corps Operations Officer job
    opportunity should a bachelor’s degree Procurement and Logistics
    Management, Business Management, or a closely related field.
  • A minimum of three years’ experience in logistics, procurement,
    fleet management and warehousing with international NGOs is an asset.
  • Strong organizational skills, ability to maintain the procurement
    and logistics filing system, ability to interact effectively with
    international and national personnel, adaptability to unanticipated
    circumstances,
  • Microsoft Office computer skills and experience with using email.
  • Proven ability to solve problems independently without supervision
  • Ability to communicate in English.
  • The successful candidate will be capable of multi-tasking, rapid
    decision-making, have initiative, drive and a lot of energy, as well as
    high emotional intelligence, constructive mentoring skills and proven experience
    with capacity building
  • S/he will be committed to long-term program sustainability and the
    delivery of high-impact activities at the community level.
  • Successful Mercy Corps team members have a strong commitment to
    teamwork and accountability, thrive in evolving and challenging
    environments, and make effective written and verbal communication a
    priority.
How to Apply:
All suitably
qualified and interested candidates should send their E-mail applications
including a cover letter clearly stating the salary requirements, updated CV
(with three professional referees), and copies of academic
qualifications/certificates addressed to the Senior HR and Legal Manager, Mercy
Corps Uganda to: ug-mcjobs@mercycorps.org
Deadline: 27th July 2018
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