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General Position Summary

The Operations Officer provides day-to-day support to the program operations in Damaturu, the Yobe State, under the direct supervision of the Operations Manager based in Damaturu. As part of his/her responsibilities the Operations Officer will undertake tasks under direct purchase procurement, administration, logistics and security working in close collaboration with the finance and programming teams. 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

• Read and has clear understanding of the Mercy Corps FP3 guidelines and all procedures;
• Lead Mercy Corps daily Operations Activities in Damaturu Office to meet program and country mission objectives in a timely manner and in accordance with Mercy Corps guidelines and donor regulations;
• 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 Operations Manager – as per Mercy Corps standards and formats;
• Conduct regular market survey at least every quarter with coordination and support from Operations Manager;
• Conduct Preferred Supplier process for Accommodation, stationary and other repetitive request in coordination with Procurement Officer and Administrative Officer
• 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 Operations Manager;
• 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.

Assets

• Read and has a clear understanding of the Mercy Corps Asset Management Manual and all procedures;
• Assists the Asset Controller with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets;
• Participates in regular assets inventory and checks.
• Ensures that all the assets are maintained and in good condition. Check assets stickers regularly;
• Maintain inventories of Mercy Corps premises (non-expandable properties) conduct regular checks (quarterly);
• Advise Operations Manager on any broken, damaged or destroyed equipment;

Fleet

• Read and has a clear understanding of the Mercy Corps Fleet Management Policy Guidelines;
• Support the Operations assistant and deep field Operation Officers in fleet management and able to step-in in these roles

Administration:

• Read and has a clear understanding of the Mercy Corps Field Administration Manual and all procedures;
• Support in running offices and ability and readiness to step-in when required
• Establishes and maintain appropriate filing systems for office correspondence. Receive and dispatch mail;
• Support 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.
• Support that office has sufficient office supplies.
• Support 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.
• Support in flight and accommodation bookings.

Warehousing and commodity Management

• Ensure that warehouse policies are followed as described in the policies and procedure manual
• Establish and maintain pipelines of supplies , oversee commodity storage and movement
• Ensure proper warehousing documentation and ensure that commodity tracking are in place
• Provide accurate monthly reports across Biu and all deep field offices.

Operations support to deep field offices

• Provide all operations support to deep field offices, including procurement, fleet, warehousing and admin as may be required

Others

• Carries out other duties as assigned by supervisor

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.

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.

Accountability

Supervisory Responsibility: Technical support for all operations in the deep field offices and Security Company.

Reports Directly to: Operations Manager

Works Directly with: MEL, Programs, Finance and Operations

Knowledge and Experience

• Bachelor’s degree in supply chain management, Logistics, Business Administration, or related field.
• Minimum 3–5 years of experience in operations, procurement, logistics, warehouse management, or supply chain operations.
• Experience working with international NGOs or donor-funded programs is strongly preferred.
• Strong understanding of operational regulations, contract management, and warehouse operations.
• Experience working in complex operational environments.
• Strong analytical, organizational, and negotiation skills.
• Knowledge of Mercy Corps systems and procedures (esp. operational and logistics systems) is desirable; knowledge of USAID and other donor regulations helpful.
• Excellent negotiation and representation skills.
• Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
• Excellent oral and written English skills required.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

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THE POSITION 

The Safeguarding Coordinator will support country safeguarding prevention efforts by ensuring the global Mercy Corps Safeguarding Core Standards are understood across functions and ownership increases across the board. Embedding these standards will require concerted effort and the Coordinator will play a key role in coordinating between departments, increasing accountability efforts and safeguarding mainstreaming in key areas. The Safeguarding Coordinator supports key departments within the country office towards ensuring a Safe, Diverse and Inclusive environment both internally within Mercy Corps and externally toward the communities we support. Working closely with relevant stakeholders, the Coordinator is primarily responsible for coordinating activities that contribute towards the realization of organizational commitments as identified in the strategy and the global Safeguarding Core Standards.

ESSENTIAL JOB RESPONSIBILITIES

Training and Awareness Raising

• Deliver safeguarding workshops as needed to enable teams to meet their responsibilities to mainstream safeguarding
• Review and strengthen all training material for teams, implementing partners and external stakeholders
• Drive safeguarding mainstreaming across field offices and work closely with Safeguarding Focal Points and various departments.
• Build the capacity of Safeguarding Focal Points and Champions in field offices and ensure learning is shared across different teams.
• Support and monitor team member’s, partner’s and community members’ awareness of safeguarding and child safeguarding through collaboration with HR, PAQ and program teams
• Increase staff awareness and capacity on safeguarding standards and expectations involving the relevant program team
• Ensure the hiring and onboarding of short-term workers includes safeguarding; collaborate with relevant teams to ensure accountability
• In coordination with CARM and program teams work to ensure communities and participants understand their rights and reporting options and build trust around response systems and survivor support
• Support teams to proactively identify program risks and implement realistic and practical mitigations
• Provide ad hoc briefings to senior management on progress and ensure Heads of functions are aware of key implementation challenges related to the Safeguarding Core Standards

Systems and Processes

• Coordinate and implement safeguarding audits in collaboration with key teams, Safeguarding Focal Points and Safeguarding Champions; requesting support from Regional Safeguarding Advisor throughout
• Conduct internal advocacy to promote a safeguarding culture free of sexual exploitation, abuse harassment; ensure senior management is aware of Core Standard 4
• Review and strengthen safeguarding systems within partner agencies when needed
• Support teams to promote an organizational culture that is committed to protecting program participants and communities we work with from sexual exploitation, abuse, harm and human trafficking
• Mentor Safeguarding Focal Points and Safeguarding Champions and share best practices
• Coordinate regular meetings with Safeguarding Focal Points and Safeguarding Champions to ensure consistency and quality in approach, providing support or training when needed
• Work with CARM teams and program teams to ensure safeguarding is integrated in CARM communications
• Support internal investigations when requested and ensure confidentiality throughout
• Support lessons learned process when requested by the Regional Safeguarding Advisor

Program Support

• Support the Regional Safeguarding Advisor with proposal and safeguarding technical input; understand and follow guidance from Core Standard 5
• Support the delivery and commitment to mitigations in the proposal
• Work closely with the Regional Safeguarding Advisor when integrating safeguarding risks as part of a program or protection risk assessment, or a standalone safeguarding risk assessment
• Ensure risks have realistic mitigations in place with clear persons responsible in line with Core Standard 5 guidance

 Survivor Response and Support

• Act as a reporting avenue for safeguarding related issues, concerns or experiences and ensure next steps occur in accordance with organizational policies and procedures
• Act as a resource to survivors and help ensure their safety, security and well-being and support a survivor-centered approach
• In coordination with local PSEA networks and other agencies identify, map and annually update the survivor service map
• Ensure safeguarding allegations are immediately reported to the Global Ethics Team and provide support for investigations as requested by the Ethics Team.

Engagement

• Participate in and represent Mercy Corps at relevant sector coordination mechanisms, including Clusters and PSEA networks
• Provide technical support regarding donor requirements on project proposals and design
• Collaborate closely with Regional Safeguarding Advisors

MINIMUM QUALIFICATION & TRANSFERABLE SKILLS

• Holds self-accountable for making decisions, managing resources efficiently, achieving and role modeling Mercy Corps values
• Bachelor degree in Social Work, Communications, Law, Education or relevant professional qualification.
• Minimum of 2-4 years relevant work experience.
• Knowledgeable about protection, safeguarding, child safeguarding or similar areas such as PSEAH or sexual misconduct or protection mainstreaming
• Fluency in written and spoken English, good knowledge of hausa and other local languages is an added advantage.
• Good data management, data analysis, computer literacy and excellent documentation and report writing skills
• Experienced in working with senior managers across different departments and functions
• Willingness to travel to and work in hard-to-reach areas
• Diplomatic in their communication and able to speak confidently and sensitively to those who disagree with them
• Experienced in facilitation and coordination of training and workshop; developing and implementing capacity building plans
• Experienced in conducting assessments and report writing; able to deliver results against timelines and priorities