Operations Officer (Humanitarian) at Mercy Corps

Program/Department Summary

• Mercy Corps has been present in Nigeria since December 2012, focusing its interventions on adolescent girls’ empowerment, economic development and conflict mitigation. In mid-2014 Mercy Corps has decided to address the rising humanitarian needs among displaced households and vulnerable host communities by in the north east Nigeria and started its humanitarian program.
• With funding from humanitarian donors including OFDA, FFP, EU and ECHO the humanitarian program has been focusing on food assistance, non-food items distribution, protection, livelihoods support, WASH and capacity building of humanitarian response actors.
• All Mercy Corps interventions in Nigeria are implemented in a conflict and gender sensitive manner.

General Position Summary

• The Operations Officer provides day-to-day support to the program operations in the north - east, under the direct supervision of the Head of Office based in As part of his/her responsibilities the Operations Officer will undertake tasks under procurement, administration and logistics, working in close collaboration with the finance and program teams based out of Yola or Biu.
• S/he will promptly and effectively provide all required support to programs so to deliver the assistance to beneficiaries in a timely, compliant and transparent manner.

Essential Job Functions
Procurement:

• Coordinates daily Mercy Corps (MC) procurement activities, with respect to internal procedures.
• Possesses a full understanding of MC procurement policies and formats. Provide training to new staff on these policies and provided refresher training as gap in staff knowledge are identified;
• Assists staff as needed on creating clear and understandable purchase requests (PR) and other documentation;
• Collects quotations and bids from the market for PR-s with support from Senior Procurement & Logistics Officer in Abuja - as per Mercy Corps standards and formats;
• Maintains PR Master Lists and shares with staff on weekly bases.
• Interact with vendors during collection of quotations - explain Mercy Corps formats and ensure that vendors will use the provided forms.
• Ensures fair competition and strictly adhere to Mercy Corps procurement rules regarding vendor relations as described by Mercy Corps
• Interacts with contractors, in coordination with the Senior Procurement & Logistics Officer, Operations Manager and Program Coordinator
• Ensures that the required documentation of supplies and transactions are completed to Mercy Corps standards. Maintains and updates the procurement files
• Raise payment request for vendor’s payments and monitor the status of each payment.

During procurement the Operations Officer will:

• Always accord prompt and courteous reception and fair and equal treatment to all vendors/suppliers and their representatives.
• Provide equal opportunity for vendors/suppliers to make price and specification quotations.
• Guarantee the confidentiality of all specifications and price quotations made by vendors/suppliers.
• Decline to take advantage of vendors/suppliers’ errors, and show consideration for vendors/suppliers’ difficulties by co-operating with them whenever possible.
• Avoid subjecting vendors/suppliers to needless expense or inconvenience when requesting quotations or returning goods.
• Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals.
• Remain scrupulously free of obligations to any vendor/supplier.
• Remain informed about sources of supply, methods, services and materials and encourage vendors/suppliers to test and develop improved or expanded products and services.
• Inform vendors/suppliers about current and anticipated requirements.

Logistics, Assets:

• Assists the Asset Controller with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets; maintain assets registry.
• Participates in regular assets inventory and checks.
• Ensures that all the assets are maintained and in good condition. Check assets stickers regularly.
• Oversees the vehicles movement plans;
• Ensures that Mercy Corps vehicles are maintained and fully operational all the time
• Maintains vehicles documentation, including log sheets, repairs logs and schedules
• Monitors vehicles and generator fuel consumption
• Oversees the generator and inverter operation, monitoring the servicing schedule

Administration & Other:

• Liaises with country office on renewal of office rental agreements.
• Establishes and maintain appropriate filing systems for office correspondence. Receive and dispatch mail.
• Ensures that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
• Ensures that office has sufficient office supplies.
• Co-ordinates any other necessary administrative and office management details.
• Makes all necessary travel and logging arrangements for Gombe visitors
• Oversee the management of office consumable (office materials like: stationary, cleaning & hygiene,): that will include: collecting the requests on monthly bases, maintaining the stock, monitoring the use.
• Facility management ( cleaning, equipment repairs, utilities, water supply,green office considerations, facility keys management ect)
• Administrating communication, ensuring internet, printers are working, staff has enough phone credit.
• Collect HR related documentation and liaise with the country office on HR tasks

Operations Management - Security:

• To act as the office Security Focal Point.
• Conduct security risk assessments of core operational features and record and report findings;
• To ensure that compound guards remain an effective and credible deterrent;
• To ensure through comprehensive briefings, that all staff and visitors to are fully appraised of the risks, the prevailing security situation and any security procedures.
• To manage and maintain all security communications equipment;
• Carries out other duties as assigned.
• 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.

Supervision Responsibility:

• Drivers, cleaners and security company.

Accountability

• Accountable for following Mercy Corps Field Procurement Manual, the Mercy Corps Code of conduct regarding procurement activities and MC Conflict of Interest policy.

Reports Directly to: Head of Office
Works Directly with: Program and finance staff in north - east and operations staff in Abuja

Knowlwdge and Experience:

• A relevant first Degree in Business or Arts is desired.
• Minimum 3 years’ experience in operations (logistics, procurement), preferably within an NGO; international business or related field. Strong organizational skills; ability to interact effectively with international and national personnel.
• Excellent oral and written English skills;
• Knowledge of Gombe local languages is required;
• Strong computer skills on MS Office programs, especially in MS Excel.
• A demonstrated ability to multi-task and process information into action as to not delay program activities. A clear understanding of procurement ethics and donor compliance is essential.

Success Factors:

• Conscientious with an excellent sense of judgement ;
• Ability to work simultaneously on multiple tasks;
• Demonstrated attention to details;
• Ability to follow procedures, meet deadlines;
• Willingness and ability to work effectively with a wide variety of people;
• Excellent interpersonal skills, ability to work comfortably with ethnically diversified team members ;
• Ability to work as part of a team and coordinate with project personnel;
• Excellent spoken and written English, strong computer skills are a must ;
• Proved organizational skills.