Uganda: Senior Operations Officer - 1 Vacancy based in Amudat (Open to Ugandan Nationals Only)

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps Uganda has been operating in Uganda since 2006 and working in cooperation with communities to help build local capacity and support Economic Development. Mercy Corps has established programs in Uganda and has expanded operations and Geographic scope in Northern Uganda and North Eastern Uganda with offices established in Gulu, Lira, Kitgum, Kotido, Kaabong, Abim, Moroto and Kampala as the support head office.

The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in daily administration, logistics, procurement, HR, asset management and IT for field offices in Uganda. The overriding objective for all Mercy Corps operations activities are the prompt and effective provision of on-time solutions for Mercy Corps’ beneficiary populations in compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications.

GENERAL POSITION SUMMARY:

Mercy Corps is looking for a Senior Operations Officer responsible for leading the operations function in Amudat Office. Ensures to maintain the operation field support function in a timely manner. The senior operations officer oversees all arrangements and coordination for program support logistical duties.

ESSENTIAL JOB FUNCTIONS:

Project Goods/Commodities Logistics:

· Oversees all activities associated with the delivery and receipt of goods/commodities from internal or external vendors to planned destinations in Amudat office in coordination with MC staff

· Plan goods delivery to MC Amudat 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

· 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 Amudat 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 Amudat field office

Field Asset Management

· Maintain the asset records for the Amudat 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 Amudat

· 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 Amudat

KNOWLEDGE AND EXPERIENCE:

· At least 4 years’ experience in 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.

· Proven ability to solve problems independently without supervision

· Ability to communicate in English and any Karamojong Language

Applications: Submit your application through email to ug-mcjobs@mercycorps.org addressed to the Senior HR and Legal Manager, Mercy Corps Uganda. Include a cover letter clearly stating your salary requirements, CV (with 3 referees), and copies of academic qualifications/certificates. Deadline for Submission: Close of business on Thursday, 15^th March, 2018. Subject of email should include the position you are applying for**.** Only short-listed candidates will be contacted by Mercy Corps. Mercy Corps is an equal opportunity employer; qualified female candidates are strongly encouraged to apply.