Job Description

The Operations Assistant will work within the Operations department. The Operations Department is committed to providing reliable, timely, and compliant support to program activities in order to enable those programs to work efficiently. He/ She will ensure that all Mercy Corps offices have adequate admin, logistics support to deliver efficient services in compliance with established Mercy Corps and donors’ policies and with host country laws

General Position Summary

In order to have a smooth implementation of the programme operational plan, the Operations Assistant plays a key role in the Area Team in ensuring compliance towards Procurement, Logistics, HR, and Administration Area.

Working in the Operations Function, under the direction of the field office focal Manager, the Operations Service Officer is responsible on the day-to-day routine tasks of the operations department as well as monthly, quarterly and annual reporting. She/he is expected to produce reliable, accurate, and timely PALM reports for all stakeholders involved. The post holder should be forward-looking, self-driven, operating under minimum supervision, and critical thinker in Area Office senior management role. Furthermore, considering the various expected systemic changes in the future, the post holder should be forward-looking, change-oriented, and able to develop/train the team in the changing environment.

This job requires travel to the project sites directly managed by Mercy Corps as well as by subgrantees. The main objectives of the travel are compliance and monitoring (internal audit nature) of donor rules as well as MC’s internal policies and procedures. Where necessary the objective of the visit could also be capacity assessment or capacity building.

Essential Job Responsibilities

I.                 Logistics and Procurement Management (50% of Time)

II.                Administration (25% of Time)

III.              Human Resource (25% of the time)

• Ensure that all procurement processes are handled effectively per Mercy Corps’s internal procedures as well as in line with the donor’s rules and regulations. Beyond the fairness of the price, ensure the quality of items to be procured is meeting the expected standard and the specifications are as requested by the program technical staff or budget holder.
• Ensure that all vehicle log management is handled effectively, and all the necessary processes and procedures are completed per Mercy Corps’s internal policies and procedures as well as according to the donor rules and regulations
• Provide timely and accurate vehicle log reports and ensure the mechanisms by which drivers are accountable for the vehicle which they are given the responsibility to drive carefully and maintain the vehicle condition in good standard.
• Produce monthly vehicle utilization/performance report and submit this to the Roving PALM Supervisor or to the Addis-based PALM Manager ccing the AM/HOO.
• Produce all vehicle accident reports with the required details and submit a timely. Follow up on all insurance-related matters as soon as accidents happen.
• Coordinate/Consolidate the monthly/quarterly procurement plan and submit this to the Area Manager copying the PALM manager and ROCO based in Addis.
• Follow up all the logistics monthly and quarterly diaries and provide the necessary report/information on time.
• Ensure that the commitment tracking sheet for the Area Office is filled appropriately and coordinate the information with the Area Finance Officer before it is submitted to the Regional Finance Coordinator
• Ensure that all store or warehouse management works are done to the required standard. Ensure that Bin Card/Stock Card is regularly up to date and the physical count of the items is matching with the records in the card.
• Provide monthly logistics performance report per the guidance from the Operations Manager and the ROCO and discuss any material issues in the monthly operations/admin/finance meeting.
• Ensure that for all distributed materials, we have copies of the delivery notes and the materials have reached the beneficiaries. Keep good standard filing system for distribution list and provide the information as and when requested by internal management or auditors;
• Ensure the fixed asset register is kept to a standard required and provide quarterly updates to the Asset controller in the central office ccing the Operations manager. Ensure that the records kept indicating by which donor source each asset has been purchased.
• Provide support to the program technical team in coordinating fleet management. Discuss the needs and the plan in the weekly mini operational meeting led by the Area Manager.
•  Ensure all leased or rented vehicle information is kept to an adequate standard, the selection processes of service providers are fair and the documentation produced is good enough to be attached to the financial invoices. Follow MC’s internal policies and procedures applicable to the procurement of goods and services.
• Provide support on all logistical arrangements for visitors.
• Ensure that all supplies required to run the project operation as well as the office is adequately handled.

 II.                Administration (25% of Time)

1. Together with the Area Manager, ensure the safety standard of staff, the premises we are working in.
2. Together with the Area Manager, ensure the safety of staff during travel to the project sites.
3. Ensure that we are keeping copies of all regional state agreements in the office file.
4. Ensure we are keeping all copies of lease agreements for the office, warehouse in a proper file and follow the end date and renewal.
5. Perform various administrative duties per MC’s internal policies and procedures
6. Ensure all local admin or legal issues are handled in a smooth way and do regular communication with the HR and Legal Director based in Addis

 III.              Human Resource (25% of Time)

1       Ensure employees personal file which mirrors the file kept in the Addis Office is maintained adequately at the Area Office level

2       Ensure that all temporary hires file is kept at the Area Office level and provide a monthly report to the HR Manager based in Addis

3       Support the Area Manager and other Senior Program technical staff in all the induction processes of the new staff

4       Based on the schedule set, provide various HR-related technical reports to the Area Manager as well as to the HR Manager based in Addis

5       Together with the Area Manager, be one of the primary focal persons to implement MC’s HR policies and procedures in the Area Office.

6       Report Monthly basis filed office HR Report (timesheet, Annual leave balance, and Monthly confirmation staff list)

7       Remind the field office staff members to prepare performance evaluation and submit country office timely.

 Perform any other similar tasks that may be reasonably assigned by the line manager in any one of the three components above.

Strategy & Vision

• Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.
• Set direction by prioritizing and organizing actions & resources to achieve objectives and contribute to countrywide strategy development.
• Develop and organize activities to secure resources for programs and convince stakeholders to provide support. 

 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.

 Finance & Compliance Management

•  Ensure compliance with donor and Mercy Corps regulations related to emergency programming.
• Draft and/or review scope of work to hire and manage any technical consultants, including review for technical efficacy and contract budget.

 Influence & Representation

•  Identify, build, and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments, and other stakeholders.
• Communicate effectively to ensure overall project targets and donor obligations are met.

 GEDSI (GENDER, EQUALITY, DIVERSITY AND SOCIAL INCLUSION)

•  Understand and be aware GDI related priorities of the country office and contribute to the realization of priorities (continually work to understand and be aware of the gender diversity and inclusion priorities of the country office and contribute to the execution)
• Promote gender-equal and inclusive workplace culture in day-to-day interaction with team members, partners, and program participants.

Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• 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.
• Team members are expected to conduct themselves in a professional manner and respect local laws, customs, and MC's policies, procedures, and values at all times and in all in-country venues.

Job Requirements

Knowledge and Experience

• Five years and more experience in Procurement, Administration, and Logistics Management in non-profit organizations and mainly experience gained in INGO are required. 
• Diploma in Business Administration, Supplies Management, Accounting, Marketing or .
• Advanced computer skills in MS Office programs, particularly in Word and Excel
• Prior management experience and strong organizational skills
• Excellent oral and written English and local language.

Success Factors

• Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal, and communication skills, team-oriented
• Good computer skills (especially Microsoft Excel, Word Processing, and Outlook)
• Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with a diverse group of people
• High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.
• Demonstrated ability to multi-task, meet deadlines, and process information in support of changing program activities is necessary
• Excellent communication skills, written and oral are required.
• Demonstrated cultural sensitivity and appropriate flexibility.
• Emotional maturity and physical stamina.
• Demonstrated experience in managing Matrix Reporting is needed 
• Willing to travel to Mercy Corps field offices and project sites.

How to Apply

All interested candidates are encouraged to apply for the position advertised. All applications submitted to the Mercy Corps office or electronically include a CV, three references, and all relevant official documents. Applications will not be returned and will not be retained for future recruitment efforts. In order to ensure fairness to all applicant’s personal inquiries is not permitted.

 Only candidates that are short-listed will be acknowledged and called for interviews.

 “Mercy Corps is an equal opportunity employer promoting gender, equity, and diversity. Qualified female and young candidates are strongly encouraged to apply. We are committed to empowering women and youth.”

  DEADLINE FOR ALL APPLICATIONS: 05 February 2022/ 4:00 PM

 Please send non-returnable applications and credentials to one of the following addresses: et-recruitment@mercycorps.org

 Note: Please make sure that you mention the position title in the subject line of your email application.