Description
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 collaborate to put bold solutions into action- helping people triumph over adversity and build stronger communities from within, now and in the future. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.
The Program / Department / Team
The Operations Department is dedicated to upholding the highest standards of efficiency and integrity in all operational functions. Its primary objective is to ensure the timely and effective delivery of support services to Mercy Corps’ beneficiary populations, in full compliance with Mercy Corps’ and donors’ policies, procedures, regulations, and specifications.
The Position
The Operations Manager is responsible for the overall oversight and management of operations, including procurement, for the Nawiri program. Working closely with the Director of Operations as well as the Program, Administration, Finance, and Logistics teams, the Operations Manager will support the implementation of systems aimed at enhancing efficiency and ensuring value for money across Nawiri’s operations, procurement, logistics, and general field office administration. The Operations Manager must be solution oriented, and able to proactively put in place solutions to improve operational standards.
Essential Responsibilities
PROCUREMENT MANAGEMENT
- Act as Head of Procurement in Nawiri program
- Coordinate and facilitate procurement activities for all Mercy Corps Kenya country programs
- Offer advisory, guidance and training to all staff on Mercy Corps and Donor procurement procedures and policies
- Coordinate with the Finance Department to ensure that payments to vendors are processed in a timely manner
- Oversee the gathering of vendor quotations/bids/proposals as per Mercy Corps procurement standards and maintain an updated database of market prices of commonly procurement goods and services
- Provide leadership in the negotiations with vendors and ensure competitive solicitation and award process in every procurement
- Prepare the required documentation of procurement transactions and ensure compliance with MC standards
- Support program team in development, implementation, regular tracking and updating of program procurement plan
- Facilitate continuous analysis of the local purchasing environment and strategic sourcing
- Establish and maintain master agreements where possible for repetitive goods and services for all MCK programs
- Ensure maintenance of thorough procurement files as outlined in the Field Procurement Policies and Procedures
- Facilitate monthly compilation and submission of all Procurement Reports and Procurement Risk Register to Nawiri Leadership Team
- Undertake annual post procurement review report and advise management on lessons learnt for continues improvement
- Facilitate execution of audit factual findings and recommendations as directed initiating the necessary corrective actions to the audit findings in procurement unit
LOGISTICS
- General management of Nawiri program vehicles in close consultation with the Director of Operations and field – level operations staff
- Ensure vehicle service and repairs are conducted regularly and in a timely manner, including use of movement plans to effectively support programmatic and operational needs
- Closely track overall fuel consumption and costs in coordination with finance and field teams
- Ensure compliance with and implementation of fleet safety measures, as well as accurate reporting of vehicle-related security incidents, in accordance with Mercy Corps’ fleet management policies and SOPs
- Facilitate effective asset management by maintaining an accurate and up-to-date asset register and inventory of program purchased items, in close collaboration with the field operations team
OFFICE ADMINISTRATION
- Oversee management of field office premises, including management and renewal of lease agreements for the office and procurement of general office supplies
- Timely review of monthly field operations reports and follow–up, where required
TEAM MANAGEMENT
- Create and sustain a work environment of mutual respect where team members strive to achieve excellence
- Promote accountability, communicate expectations, and provide constructive feedback via regular performance reviews
- Supervise, hire, mentor and orient new field operations team members as necessary
- Provide team members with information, tools and other resources to improve performance and reach objectives
- Contribute to country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes
Supervisory Responsibility
Nawiri Senior Operations Officers, Operations Assistants and Drivers
Accountability
Reports Directly To: Director of Operations
Works Directly With: Director of Implementation & Nutrition Resilience, Program, Operations and Finance teams
Accountability to Participants and Stakeholders
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.
Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC’s policies, procedures, and values always and in all in-country venues.
Minimum Qualification & Transferable Skills
- A bachelors degree in Business Administration, Operations Management, Logistics or a related discipline
- Professional qualification and certification in Procurement or Supply Chain Management from a reputable institution (KISM, CIPS etc.) is required
- At least 5 years’ relevant experience in procurement for INGO or corporate organizations with complex operations
- Demonstrated hands on application of procurement processes and procedures
- Excellent negotiation, representation skills and proven skills in remote supervision
- Demonstrated attention to detail, ability to multi-task, follow procedures, meet tight deadlines, work independently and cooperatively with other team members
- A clear understanding of procurement ethics, budgets and donor compliance is essential
- Excellent administrative and planning skills
- Ability to work effectively with diverse team and programs personnel
- At least 3 years experience in vehicle fleet management preferred
- Computer literate with strong MS-Excel and MS Word skills
- Good spoken and written English
A successful Operations Manager will be conscientious with an excellent sense of judgement and have strong organizational skills with the ability to work simultaneously on multiple tasks. S/he must have high integrity in performing assigned responsibilities and maintain a good balance between program implementation and compliance with MC and donor policies. The Operations Manager will be expected to travel regularly to field locations to offer operations technical support.
Living Conditions / Environmental Conditions
The position is based in Nairobi County and it requires up to 40% travel to support country programs, which may include travel to insecure locations where freedom of movement is limited and areas where amenities are limited. Housing for this role is in individual housing and staff will have access to good medical services and the living situation is of a high standard.
Ongoing Learning
In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development
Team Efficiency and Effectiveness
Achieving our mission starts with how we build our team and collaborate. By bringing together individuals with a variety of experiences, backgrounds, and perspectives, we strengthen our ability to solve complex challenges and drive innovation. We foster a culture of trust and respect, where every team member is valued for their contributions, empowered to reach their full potential, and motivated to do their best work.
We recognize that building a strong and effective team is an ongoing process, and we remain committed to learning, improving, and growing together.
Equal Employment Opportunity
Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out different backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.
We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.
Safeguarding & Ethics
Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete the mandatory Code of Conduct e-learning courses upon hire and on an annual basis.
As an applicant, if you witness or experience any form of sexual misconduct during the recruitment process, please report this to Mercy Corps Integrity Hotline ([email protected]).
