Job Openings at Mercy Corps

Location: Dikwa, Borno

Program / Department Summary

• With the insurgency affecting North East Nigeria and displacing millions of people, Mercy Corps is expanding its humanitarian programming to support the conflict-affected population. 
• As a result of the wide-scale needs, Mercy Corps is scaling-up food security, non-food items, nutrition, protection, livelihoods, and water sanitation hygiene (WASH) activities in Dikwa, Ngala, and Jere Local Government Areas in Borno State to address emergency needs.

General Position Summary

• Mercy Corps is looking for a strongLogistics Officer Position will be required to perform program support logistical duties in a timely and effective manner.

Essential Job Functions
Asset Management:

• Maintain the asset records for the field office and liaise with Abuja for a centralized assets inventory
• Ensure all the items bought that fall under Asset category according to MC Policies are properly registered on the Asset Register with all the required information
• Maintain a softcopy and manual filing system of the Asset Register for Dikwa Office
• Liaise with all staff on Assets Management, movement and monitor if the register is properly maintained and matches with the softcopy.
• Ensure quarterly reviews 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.

Fleet Management:

• Ensure that all vehicles are safe and road-worthy and 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.
• Schedule vehicle use to meet programmatic and operational needs by maintaining 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 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 HR files.
• Ensure drivers are licensed and trained.
• 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.
• Ensures that security incident reports are completed and filed including all vehicles’ related incidents.
• Ensures that accident reports are completed and filed.
• 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
• Any Other duties as assigned

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 Beneficiarie:

• 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:

• Drivers
• Cleaners
• Security guards
• Accountability
• Reports Directly To: Head ofOperations
• Works Directly With: All program and operations teams

Knowledge and Experience

• A Degree in Accounting, Economics, Logistics and Procurement Management, Business Management, or related field ( with international NGOs is an asset)
• Two to three years’ experience in logistics and procurement with 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.
• Ability to communicate in English, Kanuri and Hausa
• Proven ability to solve problems independently without supervision

Success Factors

• 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.
• Mercy Corps team members represent the agency both during and outside work hours. 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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Location: Ngala, Borno State

Program / Department Summary

• With the insurgency affecting North East Nigeria and displacing millions of people, Mercy Corps is expanding its humanitarian programming to support the conflict-affected population. 
• As a result of the wide-scale needs, Mercy Corps is scaling-up food security, non-food items, nutrition, protection, livelihoods, and water sanitation hygiene (WASH) activities in Dikwa, Ngala, and Jere Local Government Areas in Borno State to address emergency needs.

General Position Summary
The Procurement Officer will provide direct Operational support to the Ngala field office basing on the requirements and functions as below:

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Location: Dikwa Borno State

Program / Department Summary

• With the insurgency affecting North East Nigeria and displacing millions of people, Mercy Corps is expanding its humanitarian programming to support the conflict-affected population.
• As a result of the wide-scale needs, Mercy Corps is scaling-up food security, non-food items, nutrition, protection, livelihoods, and water sanitation hygiene (WASH) activities in Dikwa, Ngala, and Jere Local Government Areas in Borno State to address emergency needs.

General Position Summary

• Mercy Corps is looking for a strong Logistics Officer Position will be required to perform program support logistical duties in a timely and effective manner.

Essential Job Functions
Asset Management:

• Maintain the asset records for the field office and liaise with Abuja for a centralized assets inventory
• Ensure all the items bought that fall under Asset category according to MC Policies are properly registered on the Asset Register with all the required information
• Maintain a softcopy and manual filing system of the Asset Register for Maiduguri Office
• Liaise with all staff on Assets Management, movement and monitor if the register is properly maintained and matches with the softcopy.
• Ensure quarterly reviews 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.

Administration:

• Maintain staff attendance record.
• Receive Log in and distribute incoming mails and correspondence.
• Greet and receive all visitors, suppliers etc and direct to proper person or department.
• Monitor contracts (hotels, car hire, generator servicing, security, property, cleaners etc) and notify the Admin & Logistic officer of expiry dates.
• Assist in managing appropriate filling system of all correspondence.
• Assist in monitoring activities of the cleaners and security guards.
• Monthly collation of supplies and raise purchase request for replenishment.
• Assist in monthly stock inventory and manage distribution of all office supplies.
• Assist in ensuring that the office ambiance is regularly monitored and maintenance addressed.
• Assist in any other necessary administrative and office management details.
• S/he is responsible for ensuring the staff movement board in Ngala office is updated weekly.

Logistics:

• Log in TARs, share with drivers and support in making travel arrangements such as car hire and air ticket bookings for staff.
• Supervise the entire driver’s unit in Ngala.
• Provide drivers’ unit monthly report inclusive of the following:
  • Fuel consumption
  • Vehicle movement
  • Service/repair report
• Track purchase of diesel and fuel and keep record of diesel consumption.
• Keep record of drivers’ travels.
• Assist in compiling summary of monthly vehicle log sheets.
• Follow up of correspondence between Mercy Corps and external stakeholders when required.
• Review invoices and prepare payment schedule.

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 Beneficiarie:

• Mercy Corps team members are expected to support all efforts toward accountability, specificall 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:

• Drivers

Accountability:

• Reports Directly To: Operations Officer
• Works Directly With: All program and operations teams

Knowledge and Experience

• A Degree in Accounting, Economics, Logistics and Procurement Management, Business Management, or related field ( with international NGOs is an asset)
• 1 -2 years’ experience in Administration, logistics and procurement with 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.
• Ability to communicate in English, Kanuri and Hausa
• Proven ability to solve problems independently without supervision

Success Factors

• 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.

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Location: Ngala, Borno
Reports Directly to: Head of Office

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.
• 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.
• Works Directly with program and finance staff in north - east and operations staff in Abuja

Essential Job Function
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 Ngala 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 etc)
• 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.

Supervisory 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.

Knowledge 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.