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Job Title: Officer Assistant - Nakivale Organisation: Oxfam Duty Station: Uganda About US: Oxfam is a global movement of peop...

Operations Officer US Non-profit Careers - Mercy Corps

Job Title:          Operations Officer
Organization: Mercy Corps
Duty Station: Uganda

About US:
Mercy Corps is an International NGO that exists to alleviate poverty and oppression by helping people build secure, productive and just communities. Mercy Corps has been fully registered in Uganda as an operational NGO. Currently Mercy Corps has an office in Kampala and is implementing Food Security programs which comprise of Water and Sanitation, Livelihood and Agriculture and Conflict Mitigation Management Program in North and North Eastern Uganda. We implement programs in the northern districts of Pader, Kitgum, Agago, Lamwo, Kaabong, Abim and Kotido with funding from USAID, USDA, Walmart Foundation, SDC, DFID as well as other private donations.

Job Summary:  The Operations Officer responsible for leading the operations function in Kaabong Office. Supports/ maintains the operation field support function in a timely manner. The operations officer oversees all arrangements and coordination for program support procurement, logistics, fleet and warehousing duties.

Key Duties and Responsibilities: 
Project Goods/Commodities Logistics:
  • Manages all activities associated with the delivery and receipt of goods/commodities from internal or external vendors to planned destinations in Kaabong office in coordination with MC staff
  • Plan goods delivery to MC Kaabong office or Project sites in accordance to the needs, while minimizing cost and taking into account any other delay effects
  • Maintain strict adherence to relevant donor policies and procedures
  • Tasked with negotiating contracts with any service providers and suppliers
  • Complete required and customary documentation for any goods such as waybills, bills of lading, customs declarations etc.
  • Maintain contact with partners (NGO partners and others) to ensure smooth coordination of operations activities
  • All other activities to ensure the smooth and consistent delivery of goods and supplies to offices or distributions points.
  • Procurement – Participates in all procurement activities to ensure purchasing is done according to Mercy Corps procurement policy and completed in a timely manner, including, but not limited to:
  • Obtains quotations and pro forma invoices from suppliers and vendors as necessary;
  • Prepares Quotation Analysis and submits to the relevant supervisors.
  • Completes Goods Received Notes for items received from Head office.
  • Maintains current and orderly files of all procurement documents processed through the Head office.
  • Maintain the PR linked database in computer and ensures the hardcopy files match the database softcopy
File Maintenance:
  • All operations files must be clearly maintained. These files must always be updated, organized, clearly marked, and complete.
  • Pipeline prospectus reports for all good/commodities request by MC in for Kaabong office or program, produced and filed by field office or program.
  • Warehouse reports (including receipts, dispatches, internal waybills, and information regarding laborers and equipment), produced and filed by month
  • Manuals, documentation, receipts, shipping documents, and other critical information such as passwords or programming is to be safely kept
  • Copies of goods receiving notes for all procured items purchased in Uganda Kampala and transferred to MC Kaabong field office
Field Asset Management:
  • Maintain the asset records for the Kaabong office and update a centralized Assets inventory of all MC Uganda offices
  • Ensure all the items bought that falls under Asset category according to MC Policies are properly registered on the Asset Register with all the required information
  • Maintain a softcopy of the Asset Register for Kaabong.
  • Liaise with the field offices on the Assets Management, monitor if the register is properly maintained and it matches with the centralized softcopy.
  • Every six months review 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.
  • Overall responsibility for the MC Uganda Operations
  • Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps.
  • Perform other tasks as requested and needed by the Mercy Corps Operations in Kaabong.
  • Conduct him/herself both professionally and personally in such a manner as to bring credit to mercy corps and not to jeopardize its humanitarian mission
  • Ensure compliance with security procedures and policies as determined by Mercy Corps Country Program.
  • 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.
Ethics and Integrity: All Mercy Corps staff member are expected to behave ethically and demonstrate highest integrity in their professional and personal life. Mercy Corps has zero tolerance to any form of fraud, corruption, abuse, harassment or exploitation. Any breach of our policies or misconduct will lead to disciplinary action or may lead to termination.

Qualifications, Skills and Experience:
  • The ideal candidate for the Mercy Corps Operations Officer job opportunity should a bachelor’s degree Procurement and Logistics Management, Business Management, or a closely related field.
  • A minimum of three years’ experience in logistics, procurement, fleet management and warehousing with international NGOs is an asset.
  • 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.
  • Proven ability to solve problems independently without supervision
  • Ability to communicate in English.
  • 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.

How to Apply:
All suitably qualified and interested candidates should send their E-mail applications including a cover letter clearly stating the salary requirements, updated CV (with three professional referees), and copies of academic qualifications/certificates addressed to the Senior HR and Legal Manager, Mercy Corps Uganda to:

Deadline: 27th July 2018

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