Mercy Corps is a global humanitarian organization that works in over 40 countries to help people build secure, productive, and just communities. In Kenya, the organization has been actively engaged in addressing humanitarian and development challenges, especially in regions affected by conflict, climate shocks, and poverty. Mercy Corps Kenya (MCK) works with communities, partners, and government stakeholders to strengthen resilience, improve livelihoods, and support sustainable development.
The Operations Department within Mercy Corps plays a central role in ensuring that programs are delivered effectively and efficiently. This department is responsible for overseeing procurement, logistics, and administrative functions while ensuring compliance with both organizational and donor policies. The overarching goal is to support program implementation in a way that maximizes impact, accountability, and value for resources.
Mercy Corps Kenya is seeking to re-advertise the position of Senior Operations Officer for the Samburu Field Office. This role is vital in strengthening operational support to programs, ensuring compliance, and facilitating smooth field office administration. The Senior Operations Officer will provide leadership in procurement, logistics, and administrative management while working closely with program teams and the Country Office Operations team.
Position: Senior Operations Officer – Samburu County
Location: Maralal, Samburu County, Kenya
Contract Type: Full-time, on-site
Detailed Job Description
The Senior Operations Officer will be responsible for overseeing, coordinating, and facilitating operational support to program activities in the Samburu Field Office. The position requires ensuring efficiency, compliance, and integrity in the management of resources, including procurement, logistics, asset management, and administrative functions.
The following sections outline the core duties and responsibilities of the position:
1. Procurement
The Senior Operations Officer will play a key role in ensuring that procurement processes in the Samburu Field Office comply with both Mercy Corps and donor policies. The officer will:
- Manage all field-level procurement functions to ensure timely, cost-effective, and compliant acquisitions of goods and services.
- Coordinate the preparation of procurement plans for the field office, working in consultation with program teams to anticipate needs.
- Review purchase requests to ensure clarity, completeness, and accuracy before initiating procurement procedures.
- Ensure all procurement documents are properly prepared, authorized, and filed in accordance with procurement guidelines.
- Establish and maintain vendor relationships, including conducting market assessments and ensuring vendors meet required standards.
- Support tendering processes by facilitating request for quotations (RFQs), bid evaluations, and contract negotiations.
- Monitor vendor performance and delivery timelines to ensure quality and timely provision of goods and services.
- Maintain an updated procurement tracker for the Samburu Field Office, providing regular updates to program and operations management.
- Provide guidance and support to program teams on procurement planning and compliance with donor regulations.
2. Logistics
The officer will be directly responsible for ensuring that logistics functions support seamless program implementation. Key responsibilities include:
- Coordinate transportation and fleet management for field operations, ensuring efficient scheduling and deployment of vehicles.
- Oversee drivers and support staff to ensure adherence to safety protocols, vehicle maintenance schedules, and accurate logbook management.
- Manage the movement of goods and supplies to and from the Samburu Field Office, ensuring accountability and documentation at all stages.
- Organize and monitor warehousing and stock management, ensuring safe storage, inventory control, and regular stock reporting.
- Support program teams with logistical planning for field activities, workshops, and community-level events.
- Ensure proper systems are in place for managing fuel usage, vehicle repairs, and preventive maintenance.
- Develop and implement field-level logistics plans aligned with program requirements and available resources.
- Maintain accurate and up-to-date records of logistics activities and prepare periodic reports for management.
3. Administration and Office Management
The Senior Operations Officer will oversee administrative functions within the Samburu Field Office to promote efficient office operations. Responsibilities include:
- Supervise office administration staff, including cleaners, security guards, and other support personnel.
- Ensure that the office environment is conducive for staff productivity, including managing utilities, office supplies, and service contracts.
- Maintain proper documentation and filing of administrative records, correspondence, and contracts.
- Facilitate the organization of field-level meetings, workshops, and trainings, including venue bookings, logistics, and refreshments.
- Oversee the timely processing of utility bills, office rent, and other recurring expenses to avoid service interruptions.
- Support human resources processes in the field office, such as coordinating recruitment logistics, managing timesheets, and monitoring staff attendance.
- Ensure effective communication between the Samburu Field Office and the Nairobi Country Office, especially on administrative and operational matters.
4. Asset and Inventory Management
The officer will be tasked with managing organizational assets and inventory to ensure accountability, proper utilization, and compliance. Duties include:
- Maintain an up-to-date asset register for the Samburu Field Office, ensuring that all assets are properly tagged and recorded.
- Conduct periodic physical verification of assets and reconcile discrepancies with asset records.
- Ensure that all staff are trained on asset care, usage, and reporting requirements.
- Oversee the disposal of unserviceable assets in line with Mercy Corps and donor guidelines.
- Implement asset handover and return procedures for staff joining or exiting the organization.
- Monitor and document all inventory movements, ensuring proper storage, distribution, and accountability.
5. Compliance and Risk Management
Compliance with organizational and donor regulations is a critical component of the role. The Senior Operations Officer will:
- Ensure that procurement, logistics, and administrative processes adhere to established policies and procedures.
- Provide regular training and orientation to field staff on compliance requirements related to operations.
- Identify potential areas of operational risk and recommend mitigation measures to management.
- Support both internal and external audits by providing accurate and timely operational documentation.
- Monitor donor compliance requirements and integrate them into operational processes at the field level.
- Report suspected fraud, misuse of resources, or other compliance breaches in accordance with organizational reporting policies.
6. Coordination and Team Support
The Senior Operations Officer will serve as the link between program teams and operational services. Responsibilities include:
- Collaborate with program managers to ensure operational support is integrated into program planning and implementation.
- Provide advisory support to program teams on procurement and logistical considerations for activities.
- Participate in coordination meetings to align operations functions with programmatic objectives.
- Foster effective working relationships between the Samburu Field Office and the Nairobi Country Office operations team.
- Mentor and support operations staff at the field office to strengthen their capacity and performance.
- Act as the focal point for operations-related queries and problem-solving within the Samburu Field Office.
7. Reporting
Regular and accurate reporting is expected from the Senior Operations Officer. Key responsibilities are:
- Prepare weekly, monthly, and quarterly reports on procurement, logistics, asset management, and administrative activities.
- Provide updates to the Country Office on operational challenges, achievements, and recommendations for improvement.
- Share reports with program teams to keep them informed of operational support status and timelines.
Conclusion
The Senior Operations Officer for Samburu County is a pivotal position within Mercy Corps Kenya, ensuring that operational systems and support services are efficiently managed to facilitate program delivery. The officer will be responsible for overseeing procurement, logistics, administration, asset management, compliance, and team coordination at the Samburu Field Office. This role demands high levels of accountability, integrity, and efficiency to ensure that resources are used effectively and program objectives are achieved.
Interested and qualified candidates are invited to submit their applications through the appropriate channel.
Date Posted: 19 August 2025
Job Category: Operations, Procurement, Logistics
Requisition Number: READV006152
Schedule: Full-time
Job Location Type: On-site
Duty Station: Maralal, Samburu County, Kenya
