Operations Officer US NGO Jobs – Mercy Corps

Job
Title:         
 Operations Officer 
Organization: Mercy Corps
Duty Station:  Uganda
Reports to: Head of Office
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 is responsible for leading the operations function in Amudat Office.
Ensures to maintain the operation field support function in a timely manner.
The operations officer oversees all arrangements and coordination for program
support logistical duties.
Key Duties and Responsibilities:  
Procurement management:
·       
Responsible for the daily coordination of Mercy
Corps Program procurement activities;
·       
Ensure that Mercy Corps procurement policies and
formats are properly used.
·       
Contribute to the overall program planning and
implementation process.
·       
Assists program and support staff on creating
clear and understandable purchase requests (PR) and other documentation;
·       
Collects quotations and bids from the market for
PRs as assigned – as per Mercy Corps standards and formats;
·       
Interact with contractors, in coordination with
the Programs and Operations departments of Amudat.
·       
Prepare the required documentation of supplies
and transactions as to MC standards.
·       
Preparation of status reports on deliveries for
Programs, office Management and recipient of supplies.
·       
Maintain thorough procurement files as outlined
in the MC procurement policy;
·       
Maintain the filing of both hard copy and soft
copy of the ongoing and complete Purchase Requests with all the supporting
documents as required by the Mercy Corps Procurement Policy;
·       
Ensure the timely and well documented delivery
of supplies and services to respective MC Uganda field offices in coordination
with the field-based logistics officers.
·       
Interacts with suppliers according to MC
standards.
·       
Compliance checks in relation to Procurement
manual and Donor requirement, ( RPS On-Demand, segregation of duties,
Referencing, AAM, Donor waivers, etc)
·       
Facilitate Procurement Committee meetings and be
part of this working committee on sealed quotation procedure, tender
preparation, opening, evaluation and award process. Operations Officer
responsible for documenting all committee meeting minutes and decisions and get
required approvals.
·       
Manage the PR Masterlist for Amudat and make
updates, on an ongoing basis.
·       
Provide Orientation on Procurement procedures
from time to time to new recruits and Programs in line with MC policy.
·       
Conduct market surveys for prices and maintain a
list of prices for commonly purchased items in all Program areas of operation.
·       
Maintain an updated Vendor database with all
relevant details, legal status, tax clearance status, etc
·       
Conduct site visits for construction related
procurement in collaboration with Engineers and other Program staff to verify
services performed, materials and other direct deliveries made to
beneficiaries.
·       
Sensitize vendors on Mercy Corps procurement
procedures and advocate for high levels of integrity.
·       
Processing payments for completed procurement
ensuring acknowledgement in terms of GRNs, Completion Certificates and waybills
are completed by relevant staff.
·       
Complete Master Service Agreement (MSA) tenders
and processes, and update MSA database
·       
Work with requestors on in ensuring services and
contracts are delivered according to agreed terms and condition
·       
Draw, check and update Service contracts, as
well as update the respective databases periodically
·       
The Operations officer will 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 may be assigned by the
supervisor.
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 Amudat office or program, produced and
filed by field office or program.
·       
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 Amudat field office
Field Asset Management
·       
Maintain the asset records for the Amudat 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 soft copy of the Asset Register for
Amudat.
·       
Liaise with the field offices on the Assets
Management, monitor if the register is properly maintained and it matches with
the centralized soft copy.
·       
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 Amudat.
·       
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.
Warehouse management
·       
Follow the Mercy Corps Warehouse Policy and
Procedures Guidelines.
·       
Daily coordination of MC logistical, warehouse
procurement activities.
·       
Ensure the timely delivery of supplies to
respective Projects in with the coordination of with the procurement department
and MC transport pool.
·       
Understand MC warehouse policies and formats.
·       
Maintain the inventory and prepare the reports
on a weekly basis.
·       
Ensure the smooth warehouse operation, and with
compliance with security procedures, health and safety, maintain the warehouse
in a clean and tidy state
·       
Interact with suppliers in the receiving and
inspection of goods and issue GRNs.
·       
Receive the goods as per the description on the
Purchase Order/request. Inspect goods upon delivery and reject inadequate,
broken, lower quality and other items that do not meet requirements of the
order.
·       
Dispatch goods from the warehouse using
appropriate MC procedures, Store Release forms, Waybills and update Stock
Records and Bin Cards.
·       
Prepare report of monthly stocks, end of grant
stocks, fiscal year physical counts and other physical counts, as instructed by
supervisor.
·       
Display bin cards on each item in the warehouse.
·       
Maintain, update Warehouse Register book.
·       
Maintain physical and electronic copies of
inventory, as per formats and forms provided in the Warehouse Manual.
·       
Coordinate with the Transport Manager for
transportation arrangement for dispatches.
Fleet management
·       
Ensure that all vehicles are safe and
road-worthy. Ensure that all vehicles have proper on-board vehicle
documentation. Maintain administrative vehicle files for each vehicle.
·       
Continuous tracking of vehicle log-sheets;
responsible for monthly compilation of fuel consumptions.
·       
With the Head Driver, schedule vehicle use to
meet programmatic and operational needs. Maintain vehicle movement board daily.
Oversee and ensure proper use of the vehicles.
·       
Oversee fuel consumption purchase and tracking
including coordination with gas station(s)
·       
Organize cleaning of vehicles.
·       
Organize regular service schedules for vehicles
and maintain service schedule files.
·       
Ensure major repairs are done in a timely
manner.
·       
Track vehicle expenses in accordance with the
respective procurement policy.
·       
File Monthly Vehicle Consumables sheet for each
vehicle separately.
·       
Order and maintain stock of spare parts and
consumables.
·       
Manage drivers’ leave schedules ensuring smooth
operation of the fleet.
·       
Coordinate with Human Resources to ensure proper
tracking of drivers/Guards HR files.
·       
Ensure drivers are licensed and trained.
Participate in hiring and disciplinary measures for drivers.
·       
Coordinate with drivers to ensure regular
vehicle communications is in place.
·       
Ensure security measures for vehicles such as
parking, storage of keys, emergency supplies, etc.
·       
As security focal point, coordinate with
District Security officers; organize levies as needed for field trips.
·       
Ensure that security incident reports are
completed and filed including all vehicles’ related incidents).
·       
Ensure that accident reports are completed and
filed.
·       
Responsible for oversight of vehicle rentals
including tracking of leases and payments
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.



Qualifications, Skills and Experience: 
·       
The applicant for the Mercy Corps Operations
Officer job must hold a Bachelor’s Degree in Procurement and Logistics
Management, Business Management, or a closely related field.
·       
At least 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 apply
online at the link below.
Deadline: 4th March 2020
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