Operations Manager US Non-profit Jobs – Mercy Corps

Job Title:        Operations
Manager
Organization: Mercy
Corps
Duty Station: 
Uganda
Reports to:
Operations Director
About US:
Mercy Corps is a
leading global organization powered by the belief that a better world is
possible. In disaster, in hardship, in more than 40 countries around the world,
we partner to put bold solutions into action — helping people triumph over
adversity and build stronger communities from within. Now,  and for the future. In Uganda, Mercy Corps
has been operational since 2006 by focusing its programming on economic
development, maternal health, adolescent girls’, livelihoods, conflict
mitigation, and humanitarian refugee response.
Job Summary:  The Operations Manager provides general
management and leadership for all program support functions at the country
office level including operations and security. The Operations Manager
proactively and informatively communicates and coordinates the program support
functions with Mercy Corps staff in the country office in Moroto and other
Karamoja field locations. S/he will be responsible for all aspects of
operations: procurement, logistics, administration and security for Moroto
office. This position requires traveling to other Karamoja field offices.
Key Duties and Responsibilities: 
Strategy &
Vision
  • Recognize opportunities for innovative action and create an
    environment where alternative viewpoints are welcomed.
  • Set direction of program support department by prioritizing and
    organizing actions & resources to achieve objectives and contribute to
    countrywide strategy development.
  • Work with the Operations Director and senior management team to
    support the growth of the program portfolio, formulate strategies and
    plans.
  • Develop and organize activities to secure resources for programs and
    convince stakeholders to provide support.
Representation:
  • Interface with government and non-government stakeholders
    responsible for coordinating all supply shipments via the appropriate
    approval processes.
  • Represents Mercy Corps to government agencies in order to secure
    necessary permits and documentations.
  • Maintain productive relationships with all government, ministries,
    other stakeholders, vendors, suppliers, etc.
Team Management
  • Develop the capacity of the team and assist with continued
    development of a career path for operations staff.
  • Facilitate operations aspects of program planning, and upcoming
    operations resources needs, especially procurements.
  • Work with all Mercy Corps staff to ensure smooth introduction and
    adoption of operational systems.
  • Assist teams in understanding their roles and responsibilities in
    terms of interaction with operations.
  • Be responsible for full and proper implementation of Mercy Corps
    systems of management, compliance and control as described in Mercy Corps
    field manuals.
  • Work with finance compliance to mitigate fraud, conflict of interest
    and legal ramifications of Mercy Corps activities.
Operations –
Procurement and Logistics
  • Ensure that procurement is completed, documented, and delivered to
    end-user in a timely manner, ensuring that items procured meet the
    specifications of the end-user while adhering to donor and Mercy Corps
    procurement guidelines.
  • Chair tender openings as required.
  • Establish and maintain pipeline of supplies, overseeing the
    logistical aspects of the operation; oversee goods/commodity storage and
    movements as needed.
  • Supervise the fleet management team and ensure systems to track
    maintenance, fuel usage and vehicle scheduling.
  • Liaise with finance to ensure compliance and payment schedules; maintain
    service contracts.
  • Coordinate logistics (non-program) aspects of material aid projects
    and associated shipments; manage importation and customs clearance
    elements. Oversee equipment registration, licensing and insurance, etc.
  • Maintain inventory records of materials and materials flow; oversee
    tracking of all assets.
  • Coordinate with Mercy Corps’ HQ and field offices on travel and
    logistics support as required
Operations –
Administration
  • Ensure administrative systems are implemented as described in the
    Field Administration Manual.
  • Oversee set-up and development of Mercy Corps offices including
    drafting and reviewing contracts for office and housing space, leasehold
    improvements, IT.
  • Develop and periodically review country or field office specific policies
    and communicate them to teams.
  • Oversee database and file management for administration,
    procurement, logistics resources documents.
  • Ensure all aspects of asset management including maintenance of
    asset register and investigation of missing assets.
  • Oversee facility management, including housing and office leases;
    ensure that security standards are maintained at all premises.
  • Be responsible for any necessary expatriate visas
  • Ensure that Mercy Corps contracts and business
    transactions/relationships are transparent and in compliance with Ugandan
    law and Mercy Corps/donor policies.
  • Support program start-up through the administration of support teams
    across various field locations.
  • Create and maintain operations systems to ensure effective and
    transparent use of financial resources for timely and informative
    reporting in line with donor and Mercy Corps policies and procedures.
Finance &
Compliance Management:
Ensure
compliance with donor and Mercy Corps regulations.
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.

Qualifications, Skills and Experience: 
  • The applicant must hold a Bachelor’s Degree in Business
    Administration, Procurement and Logistics Management or a closely related
    field.
  • A post graduate qualification in the above disciplines is highly
    desirable. A professional qualification such as CIPS is an added
    advantage.
  • Six years of relevant management experience with 2+ years of
    supervisory experience
  • Sound understanding procurement, administration, and logistics
    management systems.
  • Commitment to capacity building and team coordination.
  • Experience working INGOs or businesses in operational functions
  • Good organizational and management skills and the ability to anticipate
    project needs.
  • Proven ability to work cooperatively with others in a team
    environment, and lead a diverse group of national and international staff.
  • Must be able to advise staff on program and office activities and
    security issues.
  • Demonstrated proficiency with the MS Office software (i.e., Word,
    Excel, PowerPoint) is required.
  • Fluent in both written and spoken English
How to Apply:
All interested
candidates are invited to send their applications enclosing curriculum vitae,
copies of academic and professional certificates along with the names and
contacts of three referees. Applications should be sent by post, courier, hand
delivery or e-mail to the address given below; The Director, Executive
Recruitment, Future Options Consulting Ltd, 4th Floor, DTB Centre, Kampala
Road, P.O. Box: 34934, Kampala, Uganda. Phone: +256-414-231204/206, Email:
hr@futureoptionsug.com
Deadline: 21st September 2018
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