Country: Uganda
Closing date: 03 Jul 2019
Program Summary
Mercy Corps has been present in Uganda since 2006, focusing its interventions on economic and agricultural development, maternal child health and nutrition, governance, conflict management and humanitarian response. With funding from USAID, DFID, ECHO, Sweden Government, Swiss Development Cooperation private foundations including Master Card and Nike. Mercy Corps has been
able to work together with communities in Uganda to respond to the needs of our target population, which is focused on youth and more specifically adolescent girls. In 2017, Mercy Corps had an impact on almost 1 million beneficiaries in Uganda through our work focusing on building resilience and enabling economic growth, improving opportunities to attain better health and nutrition, and improving governance and conflict management. All Mercy Corps interventions in Uganda are implemented in a conflict and gender sensitive manner.
General Position Summary
The Operations Specialist provides operations support and technical oversight for all program support functions –excluding human resources- at field office level including all administration and logistics functions and security. The Operations Specialist proactively and informatively communicates and coordinates the program support functions with Mercy Corps staff in all 4 offices of Karamoja, Uganda. S/he will be responsible for building efficient systems, processes while building the capacity of staff both within and outside of the Operations department. This position requires about 80% travel to various offices in the region.
ESSENTIAL JOB FUNCTIONS:
The Operations Specialist will use the Gap Analysis matrix to tackle systemic gaps and to capture improvements over time.
The Operations Specialist will make recommendations on process improvements and redesign in all areas of operations and for intra-departmental coordination too.
In conjunction with field office staff and Operations Director s/he will fine-tune training materials designed to facilitate adult learning in the areas of Operations.
All activities of Operations Specialist will be governed by a scope of work and completed by a submission of a short trip report.
Conduct brief meeting with all operations staff and head of office at the end of each assignment to update on progress and agree on next steps.
PROCUREMENT:
• Train national staff on managing the incoming electronic forms and issue hard copies to originators, finance, procurement and warehouse staff.
• Train national staff on using the PR Masterlist datasheets, including pipeline analysis and cash projection.
• Train national staff on reporting of contracting activities.
• Provide training in the usage of RPS On-Demand database and all aspect of compliance checking of vendors.
• Participate in actual procurement and contracting activities in order to provide practical training to staff.
• Establish Master Service Agreements with vendors in various fields, such as fuel, stationary, hotels, etc.
• Facilitate procurement planning exercises, while introducing best practices to staff.
• Provide guidance for proper procedures and filing of such activities.
• Conduct practical exercise on tendering procedures.
ASSET MANAGEMENT:
• Coordinate with field logisticians on proper management of asset life-cycle.
• Train local staff, including program and Finance team members on all aspect of asset management
• Train logistics staff on using the Asset Register, Asset Movement Form and Disposal of Asset Form.
• Conduct in-promptu physical counts of assets.
WAREHOUSING / Materials handling:
• Train personnel on proper receiving procedures, use of GRN, Daily Warehouse Log Register, Waybill, Stock Record and Bin Cards.
• Train Program and Warehouse staff on usage of Store Release form, way bills and other delivery documents.
• Coordinate with Finance on establishing schedule for physical inventory checks.
• Conduct in-promptu stock-take of warehouse inventory.
VEHICLE FLEET MANAGEMENT:
• Train staff on proper file management of MC Vehicle Files and on-board documentation.
• Train drivers and logistics on performing standard weekly vehicle checks.
• Overview current vehicle rental contracts and help establish standard procedures for vehicle rental activities.
• Evaluate and ensure MC Visibility kits on vehicles
• Train staff on following procedures of fuel purchasing, re-filling of vehicles and vehicle maintenance.
• Set up vehicle movement board and train personnel on movement tracking
• Evaluate the security context and train personnel on usage of Vehicle Trip Tickets, if required.
• Conduct security training for drivers. Set up standard daily vehicle checks.
• Train drivers on using log sheets.
• Train staff responsible for transport management on using the Vehicle Consumables Tracking sheet.
• Impromptu checking of vehicle files and log sheets
SECURITY MANAGEMENT
• Train staff on security and personal safety management.
• Review security measures in and around MC premises are put in place and practiced.
• Train field logistics staff on all aspect of conducting security briefing of visitors in filed office level.
• In conjunction with field logistics, regularly review and update Security Bulleting Board for each office in Karamoja.
• Train staff responsible for transport management on using the Vehicle Consumables Tracking sheet.
Place efforts to train newly hired staff of all department to implement policies as described in Mercy Corps manuals and as per local MC Uganda policies established in subject areas below.
ADMINISTRATION
FACILITIES MANAGEMENT:
• Train administration officers on Lease management Guidelines
• Maintenance
• Train administration on standard organization filing procedures
• Support administration in Space Planning at each office.
• Support administration with ensuring Key Management procedures are in place
OFFICE MANAGEMENT:
• General Office Filing
• Support administration in establishing Office Policies and procedures and those are known by all staff
• Train team members on Office Equipment and Supplies management
• Work with Administration officers to ensure there are Translation services at each office
Other duties as assigned by supervisor.
Finance & Compliance Management
· Ensure compliance with donor and Mercy Corps regulations.
· Support the finance team with dissemination of new 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.
Accountability: Accountable to all Mercy Corps policies and regulations as established by HQ and Mercy Corps Uganda
Reports Directly to:Operations Director, Kampala
Supervisory Responsibility: None
Works Directly with: Operations, Finance, and Program team members with a strong dotted line to the respective Head of Office during deployments.
Ethics and Integrity
All Mercy Corps staff 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
· Bachelor’s Degree in Business Administration, or 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.
· At least 5+ years of relevant Operations experience with 2+ years of supervisory experience
· Sound understanding of procurement, administration, and logistics management systems.
· Commitment to capacity building and team coordination.
· Experience working INGOs or businesses in operational functions
· Good organizational and time management skills and the ability to anticipate project needs.
· Proven ability to work cooperatively with others in a team environment, and in 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
· Prior experience in working in Karamoja is an added advantage
· Deep understanding of Mercy Corps operations systems is essential
Success Factors
The successful Operations Specialist will be good at problem solving and has good analytical skills. Possesses an impeccable professional standard and procurement ethics and the willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential. S/he will be an excellent trainer and interact effectively with all personnel both in an advisory as well as training capacity, while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. S/he will be able to live and work closely with a diverse team of individuals in a highly intense and fluid work environment and be willing to travel regularly to Mercy Corps field offices and project sites. The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations.
Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.
Living Conditions / Environmental Conditions
The position is based in Karamoja, Uganda with extensive travels (50-70%) expected to all MC offices and project sites within the region. Level of insecurity has recently increased and may further deteriorate.
How to apply:
How to apply: Submit your application through email to ug-mcjobs@mercycorps.org addressed to the Human Resource Director, 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 Wednesday, 3rd July, 2019. 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.