Uganda: Operations Officer- One Vacancy based in Kaabong (Open to Ugandan Nationals Only)

About Mercy Corps

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 worked since May 2006 by focusing its programming on Health, adolescent girls’ empowerment, economic development, conflict mitigation, and humanitarian response.

General Position Summary

Mercy Corps is looking for an 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.

Essential Job Functions

Project Goods/Commodities Logistics:

1. Oversees 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

2. 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

3. Maintain strict adherence to relevant donor policies and procedures

4. Negotiating contracts with any service providers and suppliers

5. Complete required and customary documentation for any goods such as waybills, bills of lading, customs declarations etc.

6. Maintain contact with partners (NGO partners and others) to ensure smooth coordination of operations activities

7. All other activities to ensure the smooth and consistent delivery of goods and supplies to offices or distributions points.

8. 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:

9. Obtains quotations and pro forma invoices from suppliers and vendors as necessary;

10. Prepares Quotation Analysis and submits to the relevant supervisors.

11. Completes Goods Received Notes for items received from Head office.

12. Maintains current and orderly files of all procurement documents processed through the Head office.

13. Maintain the PR linked database in computer and ensures the hardcopy files match the database softcopy

File Maintenance:

1. All operations files must be clearly maintained. These files must always be updated, organized, clearly marked, and complete.

2. Pipeline prospectus reports for all good/commodities request by MC in for Kaabong office or program, produced and filed by field office or program.

3. Warehouse reports (including receipts, dispatches, internal waybills, and information regarding laborers and equipment), produced and filed by month

4. Manuals, documentation, receipts, shipping documents, and other critical information such as passwords or programming is to be safely kept

5. Copies of goods receiving notes for all procured items purchased in Uganda Kampala and transferred to MC Kaabong field office

Field Asset Management

1. Maintain the asset records for the Kaabong office and update a centralized Assets inventory of all MC Uganda offices

2. 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

3. Maintain a softcopy of the Asset Register for Kaabong.

4. Liaise with the field offices on the Assets Management, monitor if the register is properly maintained and it matches with the centralized softcopy.

5. 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.

6. Overall responsibility for the MC Uganda Operations

7. Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps.

8. Perform other tasks as requested and needed by the Mercy Corps Operations in Kaabong.

9. 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

10. Ensure compliance with security procedures and policies as determined by Mercy Corps Country Program.

11. 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.

Knowledge and Experience

· A bachelor’s degree Procurement and Logistics Management, Business Management, or a closely related field.

· At least 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.

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.

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: ug-mcjobs@mercycorps.org. Deadline for Submission: Close of business on Friday, July 27th 2018. 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.