Operations Officer US NGO Job Placements – Mercy Corps ~ Jobs in Uganda |  

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Organization:
Mercy Corps
Reports to: The
Head of Office
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.   Working in Uganda since 2006, Mercy Corps
has applied market-driven solutions to communities across the country,
equipping individuals and households with the knowledge, skills and confidence
to generate improvements in their access to markets, livelihoods, health,
nutrition, and security, in order to improve their overall resilience.
Job Summary:  The Operations Officer responsible for
leading the operations function in Arua Office. Ensures to maintain the
operation field support function in a timely manner. The operations officer
oversees all arrangements and coordination for program support logistical
duties.
Key Duties and Responsibilities: 
·       Responsible for the daily coordination of
Mercy Corps Program procurement activities;
·       Ensure that Mercy Corps procurement policies
and formats are properly used.
·       Contribute to the overall program planning
and implementation process.
·       Assists program and support staff on creating
clear and understandable purchase requests (PR) and other documentation;
·       Collects quotations and bids from the market
for PRs as assigned – as per Mercy Corps standards and formats;
·       Interact with contractors, in coordination
with the Programs and Operations departments of West Nile.
·       Prepare the required documentation of
supplies and transactions as to MC standards.
·       Preparation of status reports on deliveries
for programs, office management and recipient of supplies.
·       Maintain thorough procurement files as
outlined in the MC procurement policy;
·       Maintain the filing of both hard copy and
soft copy of the ongoing and complete purchase requests with all the supporting
documents as required by the Mercy Corps Procurement Policy;
·       Ensure the timely and well documented
delivery of supplies and services to respective MC Uganda field offices in
coordination with the field-based logistics officers.
·       Interacts with suppliers according to MC
standards.
·       Compliance checks in relation to Procurement
manual and Donor requirement, (RPS On-Demand, segregation of duties,
Referencing, AAM, Donor waivers, etc.)
·       Facilitate Procurement Committee meetings and
be part of this working committee on sealed quotation procedure, tender
preparation, opening, evaluation and award process. Operations Officer
responsible for documenting all committee meeting minutes and decisions and get
required approvals.
·       Manage the PR Master list for West Nile and
make updates, on an ongoing basis.
·       Provide Orientation on Procurement procedures
from time to time to new recruits and Programs in line with MC policy.
·       Conduct market surveys for prices and
maintain a list of prices for commonly purchased items in all Program areas of
operation.
·       Maintain an updated Vendor database with all
relevant details, legal status, tax clearance status, etc.
·       Conduct site visits for construction related
procurements in collaboration with engineers and other program staff to verify
services performed, materials and other direct deliveries made to
beneficiaries.
·       Sensitize vendors on Mercy Corps procurement
procedures and advocate for high levels of integrity.
·       Processing payments for completed
procurements ensuring acknowledgement in terms of GRNs, Completion Certificates
and waybills are completed by relevant staff.
·       Complete Master Service Agreement (MSA)
tenders and processes, and update MSA database.
·       Work with requestors on in ensuring services
and contracts are delivered according to agreed terms and condition
·       Draw, check and update service contracts, as
well as update the respective contracts databases periodically.
·       Ensure compliance with security procedures
and policies as determined by country program management.
·       Proactively ensure that the team operate in a
secure environment and are aware of policies.
·       Be Security Focal Point for Arua and West
Nile region. As Security Focal Person, coordinate with District Security
officers; organize levies as needed for field trips.
·       Ensure that security incident reports are
completed and filed (including all vehicles’ related incidents).
·       Ensure that accident reports are completed
and filed.
·       Ensure administrative systems are implemented
as described in the Field Administration Manual.
·       Oversee facility management, including
housing and office leases; ensure that security standards are maintained at all
premises.
·       Maintain be updated, organized, clearly
marked, and complete operations files.
·       Pipeline prospectus reports for all
good/commodities request by MC in for West Nile office or program, produced and
filed by field office or program.
·       Manuals, documentation, receipts, shipping
documents, and other critical information such as passwords or programming is
to be safely kept
·       Oversee tracking of all assets and inventory
·       Ensure all aspects of asset management
including maintenance of asset register and investigation of missing assets.
·       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
·       Monitor if the register is properly
maintained and it matches with the decentralized 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.
·       Ensure that the Mercy Corps warehouse
formats, policy and procedures are followed.
·       Ensure the smooth operation of warehouse(s)
in compliance with security procedures, health and safety, maintain the
warehouse in a clean and tidy state
·       Ensure that report of monthly stocks, end of
grant stocks, fiscal year physical counts and other physical counts are
prepared.
·       Ensure that physical and electronic copies of
inventory are maintained as per formats and forms provided in the Warehouse
Manual.
·       Ensure that all vehicles are safe and
road-worthy. Ensure that all vehicles have proper on-board vehicle
documentation. Maintain administrative vehicle files for each vehicle.
·       Ensure the continuous tracking of vehicle
log-sheets; responsible for monthly compilation of fuel consumptions.
·       With the Operations Assistant, schedule
vehicle usage to meet programmatic and operational needs. Maintain vehicle
movement board daily. Oversee and ensure proper use of the vehicles.
·       Oversee fuel consumption purchase and
tracking including coordination with gas station(s)
·       Ensure maintenance of vehicles (service and
repairs of cars and bikes) are done in a timely manner.
·       Ensure that tracking of vehicle expenses is
in accordance with procurement policy.
·       Coordinate with Human Resources to ensure
proper tracking of drivers/Guards HR files.
·       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 ideal candidate must hold a bachelor’s
degree in 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
·       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.
All candidates who
wish to join Mercy Corps in this capacity should apply online at the link
below.

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