Job details
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 partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.
The Program / Department / Team
Mercy Corps is leading a consortium of Kenyan and International partners in implementation of a $145 million (USD) Resilience Food Security Activity (2019 – 2027) to sustainably reduce persistent acute malnutrition in Turkana and Samburu Counties. Through a phased approach that emphasizes evidence gap analysis, as well as partnership, learning, and co-creation, the program takes a robust county-centered design with government leadership, active engagement from communities, the private sector, and civil society. Mercy Corps’ consortium brings together the global leadership, research capacity, technical expertise, and implementation experience necessary to partner with local institutions to test, adapt, and scale evidence-based solutions.
The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions. The overriding objective for the Operations Department is the prompt and effective provision of support services to MC beneficiary populations in compliance with both Mercy Corps and Donor policies, procedures, regulations and specifications.
The Position
The Senior Operations Officer is responsible for facilitating program operational support for Mercy Corps Kenya (MCK), Samburu Field Office. Working closely with Program teams and Country Office Operations team, the Senior Operations Officer is instrumental in supporting program activities through his/her services in matters procurement, logistics, and general field office administration.
Essential Responsibilities
PROCUREMENT
- Daily coordination of MC procurement activities
- Ensure full understanding and adherence to MC procurement policies and formats and assist as needed in training staff on these policies
- Guide staff as required on creating clear and understandable Purchase Requests (PRs) and other procurement related documentation
- Collect quotations and bids from the market for PRs as assigned by manager – as per Mercy Corps standards and formats
- Interact with Vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms
- Ensure fair competition and strictly adhere to MC procurement rules regarding vendor relations
- Maintain up to date Mercy Corps Procurement data management system
- Interact with contractors, in coordination with the Program & Operations Managers
- Ensures that the required documentation of supplies and transactions are completed to MC standards
LOGISTICS MANAGEMENT
- Ensure Samburu field offices’ fleet and transport management complies with Mercy Corps Fleet Management Policy Guidelines
- Ensure proper management and coordination of staff travel arrangements in close consultation with the Logistics Officer
- Supervise the transport management and provide oversight to the management of Mercy Corps vehicles including; ensure proper use of vehicles, ensure vehicle files are completed and up to date, ensure that accident reports are completed and filled, ensure major repairs are done in timely manner
- Oversee the vehicle usage and rental calendar with rental agencies (if applicable) and follow up monthly payments
- Ensure vehicles are managed properly in accordance with all security regulations and measures
- Ensure efficient and effective vehicle utilization and fuel management
- Provide monthly vehicle monthly reports that inform decision making
ADMINISTRATION
- Ensure adherence to Administrative and IT procedures in all Samburu field offices
- Manage and renew office lease agreement for the Program field offices
- Coordinate any other necessary administrative and office management in the field offices
- Responsible for field office premises general facility management including security and hygiene upkeep and maintenance
- Facilitate procurement of general office supplies for running the field office
- Monitor and ensure premises utilities (water, electricity, garbage collection) are functioning and paid up in time
- Compile monthly operations reports and share with the Operations Manager
ASSET MANAGEMENT
- Oversee the allocation and tagging of assets in the field office and update them in the asset master database
- Ensure maintenance of proper inventory of all equipment and fittings belonging to Mercy Corps with special attention to program field offices
- Ensure proper filling of assets as per the MC asset management policy in the program field offices
- Maintain a list of obsolete commodities and share the status update in the monthly operations reports
SAFEGUARDING RESPONSIBILITIES
- Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
- Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
- Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.
Supervisory Responsibility
Operations Assistants – Samburu county field office
Accountability
Reports Directly To: Field Director and Operations manager – Nawiri
Works Directly With: Director of Implementation & Nutrition Resilience, Deputy Field Director, Program, Operations, and Finance teams
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.
Minimum Qualification & Transferable Skills
- A bachelor’s degree in Business Administration, Operations Management, Procurement and Logistics or a related discipline
- Professional qualification and certification in Procurement or Supply Chain Management from a reputable institution is an added advantage
- Current membership of KISM, CIPS or other related professional bodies will be required
- At least Seven years’ relevant experience handling procurement for INGO with complex operations
- Demonstrated hands on application of procurement processes and procedures
- Proven ability to lead and coordinate procurement activities in a fast-paced and demanding environment.
- Familiarity with the ERPs/SAP procurement system is highly desirable
- Excellent negotiation and representation skills
- Strong organizational and interpersonal skills
- Demonstrated attention to detail, ability to multi-task, follow procedures, meet tight deadlines and work independently and cooperatively with other team members
- A clear understanding of procurement ethics and donor compliance is essential.
Success Factors
- Initiative-taker, multi-tasker, and able to work effectively and respectfully with local government, private sector, civil society and donors
- Demonstrated experience in setting up and managing systems and procedures as well as experience in building team commitment toward the achievements of program objectives
- Team-player with positive attitude to problem solving and conflict resolution. Focused on team building and capacity-building of program staff and will be able to apply creative solutions to program quality
- Ability to juggle multiple priorities under tight deadlines, and to deal calmly and diplomatically with unexpected events impacting program operations
Living Conditions / Environmental Conditions
The position is based in MARALAL – SAMBURU and it requires up to 40% travel to support Nawiri program, 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 Engagement 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 committed to providing equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, sex, sexual orientation, religion or belief, national origin, age, disability, marital status, veteran status, or any other characteristics protected under applicable law.
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 mandatory Code of Conduct elearning 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]).
Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted. MC does not charge any fees at any stage of the recruitment process.
