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Sep 022017
 

Organization: Mercy Corps
Country: Mali
Closing date: 30 Sep 2017

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible.
In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions
into action — helping people triumph over adversity and build stronger communities from within.
Now, and for the future.

Program / Department Summary

Mercy Corps has been present in Mali since 2012, focusing its interventions on Emergency Response and transitional programming in the sectors of cash-based assistance, agriculture and livestock, financial inclusion, governance and conflict resolution. With funding from USAID, UNHCR, European Commission and private donors, Mercy Corps works together with communities in Mali to respond to humanitarian crises and support development and resilience building, bringing benefit to more than 100,000 beneficiaries.

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 Mali including Procurement, Logistics, Assets, Fleet, and Warehousing. S/he ensures effective systems that support a strategy for healthy, robust and integrated functions of local team members.

Essential Job Responsibilities

Strategy & Vision

  • Provide program support, coordination, supervision and monitoring designed to meet program objectives.
  • Contribute to the country strategic planning process and provide regular updates.

Team Management

  • Develop the capacity of the team, deepen understanding of their roles and assist with career development.
  • Assist team members with information, tools and resources to improve performance & reach objectives.
  • Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular one on ones and performance reviews.
  • Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
  • Hire, orient and lead team members as necessary.
  • Work with all Mercy Corps staff to ensure smooth introduction and adoption of operational systems.
  • 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.
  • Confirm warehouse procedures are followed as described in the Warehouse Policy and Procedures Guidelines.
  • Supervise the fleet management team and ensure systems to track maintenance, fuel usage and vehicle scheduling.
  • Establish and maintain pipeline of supplies, overseeing the logistical aspects of the operation; oversee NFI, commodity storage and movements as needed.
  • Liaise with finance to ensure compliance and payment schedules; maintain service contracts.
  • Maintain inventory records of materials and materials flow; oversee tracking of all assets.

operations management – administration

  • Ensure Administration systems are implemented as described in the Field Administration Manual, and oversee implementation of new Mercy Corps procurement manual and procedures.
  • Oversee set-up and development of Mercy Corps offices including drafting and reviewing contracts for office and housing space, leasehold improvements, and IT.
  • Develop and periodically review country or field office specific policies and communicate them to teams.
  • Oversee database and file management for administration, procurement, and 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 Malian law and Mercy Corps/donor policies.

Influence & Representation

  • Interface with stakeholders responsible for coordinating all supply shipments via the appropriate approval processes.
  • Communicate with local partners, as well as sub-grantees, to verify their systems and that they understand and follow all appropriate procedures and archiving.
  • Maintain productive relationships with all stakeholders, vendors, suppliers, etc.
  • Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.
  • Maintain high ethical standards and treat people with respect and dignity.
  • Demonstrate an awareness of his/her own strengths and development needs.

Security

  • Ensure compliance with security procedures and policies as determined by country
  • 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.

Supervisory Responsibility

All Mali Operations (Logistics and Administration) staff. (2 direct and 20 indirect reports).**

Accountability

Reports Directly To: Country Director

Works Directly With: Program Managers, Finance Manager, HR Manager

Collaborates With: All MC logistics and operations team as required, and HQ PALM support worldwide

Knowledge and Experience

  • BA/BS degree in a relevant field.
  • A minimum of 4 years field experience setting up and managing administration, procurement, logistics, and human resource systems with humanitarian NGOs with supervisory responsibilities.
  • Proven understanding of complex emergencies, related security concerns and appropriate responses with experience in Africa and in insecure environments preferred.
  • 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, EC, and UN regulations helpful.
  • Internationally recognized qualification in project or program management or a commitment to obtain the qualification in the early months of work.
  • Knowledge of Sphere standards and other training in humanitarian response preferred.
  • Excellent negotiation and representation skills.
  • Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
  • Excellent oral and written French skills required; proficiency in English is highly sought.
  • 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 Mercy Corps 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 is based in Bamako, Mali and may requires travel as the security situation allows. This is an accompanied position. The position is entitled to individual housing and is not eligible for R&R or hardship. There is good access to electricity and water, though there are occasional electrical outages. Access to quality health care is limited. There are a number of clinics in town, but serious illnesses will require evacuation. Internet is limited, but available in all Mercy Corps offices. There is reasonable access to most consumer goods in Bamako.

Mercy Corps team members represent the agency both during and outside 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.

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