Tracking Code: 219928-927
Job Location: Bangui, Central African Republic
Position Type: Full-Time/Regular
Job Description
PROGRAM/DEPARTMENT SUMMARY:
Mercy Corps has been operational in the Central African
Republic since September 2007. With a focus on development and transitional
programming, Mercy Corps is implementing water/sanitation, food security,
livelihoods, civil society building, gender-based violence (GBV) and protection
programs throughout the country. Programs focus on a range of
interventions, including 1) access to justice and GBV prevention, 2) boosting
agricultural livelihoods, 3) water, sanitation, and hygiene, and 4) build
resilience and strengthening the protective environment for communities
affected by violence. Recent developments of sectarian violence in the
central and western portion of the country present new challenges for
communities already impacted by instability following a March 2013 coup by
Seleka rebels. Mercy Corps CAR is well-positioned to intervene with
programming that engages divided communities into peace dialogue, conflict
mitigation, protection and economic development activities that aim to build
community resilience against violence and insecurity.
GENERAL POSITION SUMMARY:
The Operations Director is responsible for directly
supervising all logistics, administrative and HR functions in CAR in order to
ensure the smooth, timely and cost-effective provision of logistics and admin/
HR support to programs in order to achieve objectives. Under the supervision of
the Country Director, the Operations Director is responsible for Procurement,
Assets, IT, Fleet, Warehousing, Contracts and Leases, national staff HR and
security. S/he ensures compliance with donor regulations as well as supporting
the development and roll out of improved Mercy Corps’ internal systems,
policies and procedures, including updating local manuals and policies and building
the capacity of local operations team members. Providing training and ensuring
close collaboration with program staff is also necessary. S/he provides support
and advises the country leadership and other team members on operational issues
to ensure transparency, efficiency and compliance.
ESSENTIAL JOB FUNCTIONS:
Strategy and Vision
- Contribute
to the country strategic planning processes as an active participant of
the Senior Management Team.
- Set
up the support services and develop logistics, procurement, administration
and HR plans based on program needs.
- Identify,
recruit and train a team to operate Mercy Corps offices.
- Read
program proposals and effectively contribute to program implementation and
development.
Management
- One
of the most critical aspects of this role is to develop the capacity of
staff subordinates.
- Assist
PALM with continued development of a career path for operations staff in
the country program; by designing/using training regimens for operations
staff. Identifying and building capacity of star performers with potential
to develop the ability to adopt higher responsibilities and Temporary Duty
Assignments, Expatriate-level roles, and/or emergency deployments.
- Work
closely with program management to facilitate operations aspects of
program planning, and upcoming operations resources needs, especially
procurements.
- Advocate
for operations systems: work with all Mercy Corps staff to ensure smooth
introduction and adoption of operational systems.
- Work
closely with program and finance teams to deliver successful programs
while demonstrating excellent stewardship of donor funds and compliance
with MC and donor regulations.
- Assist
the program team and departments to understand their roles and
responsibilities in terms of interaction with operations departments.
These include trainings, regular coordination meetings, problem solving
and procurement planning and other such planning activities to ensure
effective and timely program implementation.
- Responsible
for the management of all operations functions and staff; responsible for
the full and proper implementation of Mercy Corps systems of management,
compliance and control as described in Mercy Corps field manuals contained
in the Office in a Box.
- Work
closely with finance compliance to mitigate fraud, conflict of interest,
and legal ramifications of Mercy Corps activities.
- Oversees
our interaction and participation in the UN Cluster System, when
operative. Monitors and communicates the information produced and
presented by the various cluster groups, and assigns appropriate
staff to represent Mercy Corps. Other coordination with colleague
agencies.
Team Management
- Hire,
orient and 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 procurement.
- 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 contained in the Office in a Box.
- Work
with finance compliance to mitigate fraud, conflict of interest and legal
ramifications of Mercy Corps activities.
Operations Management - Logistics
- Ensure
timely and accurate processing and documentation of procurements: the
process, ensure accurate paperwork and a supply chain as described in the
Field Procurement Manual.
- Ensure
procurement records systems are well managed and maintained.
- Oversee
use of the Electronic Procurement System found in the Office in a Box.
- Ensure
the warehouse procedures are followed as described in the Warehouse Policy
and Procedures Guidelines.
- Establish
and maintain pipeline of supplies to CAR overseeing the logistical aspects
of the operation.
- Supervise
the fleet management team and ensure that systems are in place to track
maintenance schedules, fuel usage and vehicle scheduling as described in
the Field Fleet Management Guidelines.
- Oversight
of NFI, commodity storage and movements as needed.
- Maintain
service contracts.
- Liaise
with finance to ensure compliance and payment schedules.
- Oversee
tracking of all assets to ensure accurate record keeping of Mercy Corps
and donor assets, including exceptional items that require registration
and movement tracking, in accordance with the Mercy Corps Asset Management
Manual.
- Coordinate
logistics (non-program) aspects of material aid projects and associated
shipments, and managing the importation and customs clearance elements.
- Maintain
inventory records of materials and materials flow in all warehouses.
- Oversee
customs clearing, equipment registration, licensing and insurance, etc.
- Chair
tender openings as required.
Operations Management - Administration
- Ensure
the Admin systems are implemented as described in the Field Administration
Manual
- Oversee
the set-up and development of Mercy Corps offices to meet needs of team
members including drafting and reviewing contracts for office and housing
space, leasehold improvements, IT.
- Continue
to the development or review of country or field office specific policies
(phone policy, IT policy, per diem) and with the administration team
communicate new policies to all staff as described in the Field
Administration Manual.
- Oversee
database & paper file management for administration, procurement,
logistics resources documents.
- Oversee
facility management, including housing and office leases for Bangui and
all site’s warehouses/offices. Ensure that security standards are
maintained at all premises.
- Responsible
for expatriate visa and work permits, if necessary
- Supervise
IT System Administrator to ensure IT systems functions as needed.
- Ensure
that all Mercy Corps contracts and business transactions/relationships are
transparent and in compliance with CAR law and Mercy Corps/donor policies.
Operations Management – Human Resources
- Ensure
HR systems are implemented and ensure all HR policies comply with local
law.
- Oversee
fair, transparent and timely recruiting processes and maintain the HR
database and tracking of team members.
- Develop
all necessary field office specific HR policies and communicate to teams.
- Assist
managers in implementing the performance review process and a fair and
competitive compensation system.
Personal Leadership
- Consistently
demonstrate flexibility, resilience and ability to maintain positive
relationships and composure, even under difficult circumstances.
- Maintain
high ethical standards and treat people with respect and dignity.
- Demonstrate
an awareness of his/her own strengths and development needs.
Representation
- Interface
with stakeholders responsible for coordinating all supply shipments via
the appropriate approval processes.
- Communicate
with local partners in a manner consistent to the program team in terms of
paperwork and documentation of goods.
- Establish
and maintain productive relationships with all stakeholders, vendors,
suppliers, etc.
- Attend
all relevant meetings to the operations of MC within the greater
humanitarian community in CAR.
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 towards 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.
SUPERVISORY RESPONSIBILITY: All country Operations
(Logistics, Administration and HR national staff), including an expat Logistician,
an HR officer, and several assistants in Bangui.
ACCOUNTABILITY:
REPORTS DIRECTLY TO: Country Director
WORKS DIRECTLY WITH: Deputy Country
Director, Program Managers, Finance Manager.
COLLABORATES WITH: All MC logistics and operations
team as required outside of CAR.
KNOWLEDGE AND EXPERIENCE:
- BA/S
or equivalent in relevant field
- 5
years field experience in operational support functions with a
humanitarian non-governmental organization with a minimum of 2 years with
supervisor responsibilities.
- Experience
in setting up and managing procurement, logistics and human resources
management.
- Excellent
coordination and team management skills
- Experience
living and working in a complex environment with a volatile security
situation; experience managing security incidents; experience designing
security procedures.
- Demonstrated
understanding of complex emergencies, related security concerns, and appropriate
responses to such emergencies.
- Excellent
negotiation, representation, skills and the ability to work comfortably
with an ethnically diverse staff in a very sensitive environment.
- Effective
verbal and written communication, organizational, prioritization and
Microsoft Office applications.
- Demonstrated
attention to detail, ability to follow procedures, meet deadlines and work
independently and cooperatively with team members.
- Proven
ability to solve problems independently without direct supervision.
- Experience
living and working in CAR preferred.
- Knowledge
of Mercy Corps systems and procedures (particularly Mercy Corps
procurement systems) desirable.
- Excellent
knowledge of French and English essential (verbal and
written), and Sango is an asset.
- Knowledge
USAID, OFDA and EC regulations helpful.
SUCCESS FACTORS:
Critical is problem solving, and the ability to work out
methods to deliver successful programs while demonstrating excellent
stewardship of donor funds and compliance with MC and donor regulations.
Maintaining strong cooperating relationships with other departments is crucial.
A successful candidate will have the ability to interact effectively with
international and national personnel both in a managerial as well as training
capacity and demonstrate 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 and security environment and be willing to travel regularly to
Mercy Corps field offices and project sites.
A willingness to relocate for short-term as necessary within
coverage regions based on needs, work independently and as part of a team are
essential. S/he will have knowledge of operations, security, logistics and
procurement, which can be adapted to the CAR context. 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. In CAR, patience, diplomacy,
tenacity, compassion, determination and a sense of humor are all success
factors.
LIVING /ENVIRONMENTAL CONDITIONS:
This position is based in Bangui and is unaccompanied for
spouses and/or children and includes hardship allowance and R&R benefits.
Recent increases in violence around the capitol and areas to the north and west
has led to a more fluid and less stable situation on the ground. Hospitals
and access to quality health care are very limited. Malaria is
prevalent. It is estimated that 7-8% of the population may be HIV
positive. Suitable group housing is available, but electricity and clean
water are sometimes sporadic.
Mercy Corps Team members represent the agency both during
and outside of work hours when deployed in a field posting or on a visit/TDY to
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.
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