Operations Officer Position (Humanitarian) at Mercy Corps - Jobs in Nigeria

Operations Officer Position (Humanitarian) at Mercy Corps

Posted on :

9 Jun, 2016

Category :

International Jobs in Nigeria

Mercy Corps, An International Humanitarian Organization is looking for a suitable candidate to fill a very strategic position within ENGINE team in Abuja. We are looking for motivated individuals, who are enthusiastic about the work we do and are looking to work within a dynamic team in the capacity below:

 

Job Title: Operations Officer (Humanitarian)
Location:
Biu (Borno) or Yola (Adamawa)
Program/Department Summary

  • Mercy Corps has been present in Nigeria since December 2012, focusing its interventions on adolescent girls’ empowerment, economic development and conflict mitigation. In mid-2014 Mercy Corps has decided to address the rising humanitarian needs among displaced households and vulnerable host communities by in the north east Nigeria and started its humanitarian program.
  • With funding from humanitarian donors including OFDA, FFP, EU and ECHO the humanitarian program has been focusing on food assistance, non-food items distribution, protection, livelihoods support, WASH and capacity building of humanitarian response actors.
  • All Mercy Corps interventions in Nigeria are implemented in a conflict and gender sensitive manner.

General Position Summary

  • The Operations Officer provides day-to-day support to the program operations in the north – east, under the direct supervision of the Head of Office based in As part of his/her responsibilities the Operations Officer will undertake tasks under procurement, administration and logistics, working in close collaboration with the finance and program teams based out of Yola or Biu.
  • S/he will promptly and effectively provide all required support to programs so to deliver the assistance to beneficiaries in a timely, compliant and transparent manner.

Essential Job Functions
Procurement:

  • Coordinates daily Mercy Corps (MC) procurement activities, with respect to internal procedures.
  • Possesses a full understanding of MC procurement policies and formats. Provide training to new staff on these policies and provided refresher training as gap in staff knowledge are identified;
  • Assists staff as needed on creating clear and understandable purchase requests (PR) and other documentation;
  • Collects quotations and bids from the market for PR-s with support from Senior Procurement & Logistics Officer in Abuja – as per Mercy Corps standards and formats;
  • Maintains PR Master Lists and shares with staff on weekly bases.
  • Interact with vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms.
  • Ensures fair competition and strictly adhere to Mercy Corps procurement rules regarding vendor relations as described by Mercy Corps
  • Interacts with contractors, in coordination with the Senior Procurement & Logistics Officer, Operations Manager and Program Coordinator
  • Ensures that the required documentation of supplies and transactions are completed to Mercy Corps standards. Maintains and updates the procurement files
  • Raise payment request for vendor’s payments and monitor the status of each payment.

During procurement the Operations Officer will:

  • Always accord prompt and courteous reception and fair and equal treatment to all vendors/suppliers and their representatives.
  • Provide equal opportunity for vendors/suppliers to make price and specification quotations.
  • Guarantee the confidentiality of all specifications and price quotations made by vendors/suppliers.
  • Decline to take advantage of vendors/suppliers’ errors, and show consideration for vendors/suppliers’ difficulties by co-operating with them whenever possible.
  • Avoid subjecting vendors/suppliers to needless expense or inconvenience when requesting quotations or returning goods.
  • Explain as clearly and fully as possible to vendors/suppliers the reason(s) for the rejection of their bids/proposals.
  • Remain scrupulously free of obligations to any vendor/supplier.
  • Remain informed about sources of supply, methods, services and materials and encourage vendors/suppliers to test and develop improved or expanded products and services.
  • Inform vendors/suppliers about current and anticipated requirements.

Logistics, Assets:

  • Assists the Asset Controller with asset management. Identify assets during the course of procurement and notify the Asset Controller on receipts of assets; maintain assets registry.
  • Participates in regular assets inventory and checks.
  • Ensures that all the assets are maintained and in good condition. Check assets stickers regularly.
  • Oversees the vehicles movement plans;
  • Ensures that Mercy Corps vehicles are maintained and fully operational all the time
  • Maintains vehicles documentation, including log sheets, repairs logs and schedules
  • Monitors vehicles and generator fuel consumption
  • Oversees the generator and inverter operation, monitoring the servicing schedule

Administration & Other:

  • Liaises with country office on renewal of office rental agreements.
  • Establishes and maintain appropriate filing systems for office correspondence. Receive and dispatch mail.
  • Ensures that the office is run in a professional and responsible manner including hosting guests, cleaning, receptionist duties and general contact and liaison with outside agencies.
  • Ensures that office has sufficient office supplies.
  • Co-ordinates any other necessary administrative and office management details.
  • Makes all necessary travel and logging arrangements for Gombe visitors
  • Oversee the management of office consumable (office materials like: stationary, cleaning & hygiene,): that will include: collecting the requests on monthly bases, maintaining the stock, monitoring the use.
  • Facility management ( cleaning, equipment repairs, utilities, water supply,green office considerations, facility keys management ect)
  • Administrating communication, ensuring internet, printers are working, staff has enough phone credit.
  • Collect HR related documentation and liaise with the country office on HR tasks

Operations Management – Security:

  • To act as the office Security Focal Point.
  • Conduct security risk assessments of core operational features and record and report findings;
  • To ensure that compound guards remain an effective and credible deterrent;
  • To ensure through comprehensive briefings, that all staff and visitors to are fully appraised of the risks, the prevailing security situation and any security procedures.
  • To manage and maintain all security communications equipment;
  • Carries out other duties as assigned.
  • The Operations Officer will conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.

Supervision Responsibility:

  • Drivers, cleaners and security company.

Accountability

  • Accountable for following Mercy Corps Field Procurement Manual, the Mercy Corps Code of conduct regarding procurement activities and MC Conflict of Interest policy.

Reports Directly to: Head of Office
Works Directly with: Program and finance staff in north – east and operations staff in Abuja

Knowlwdge and Experience:

  • A relevant first Degree in Business or Arts is desired.
  • Minimum 3 years’ experience in operations (logistics, procurement), preferably within an NGO; international business or related field. Strong organizational skills; ability to interact effectively with international and national personnel.
  • Excellent oral and written English skills;
  • Knowledge of Gombe local languages is required;
  • Strong computer skills on MS Office programs, especially in MS Excel.
  • A demonstrated ability to multi-task and process information into action as to not delay program activities. A clear understanding of procurement ethics and donor compliance is essential.

Success Factors:

  • Conscientious with an excellent sense of judgement ;
  • Ability to work simultaneously on multiple tasks;
  • Demonstrated attention to details;
  • Ability to follow procedures, meet deadlines;
  • Willingness and ability to work effectively with a wide variety of people;
  • Excellent interpersonal skills, ability to work comfortably with ethnically diversified team members ;
  • Ability to work as part of a team and coordinate with project personnel;
  • Excellent spoken and written English, strong computer skills are a must ;
  • Proved organizational skills.

 

How to Apply
Interested and qualified candidates should submit their CV’s and Cover Letter in one document, addressing the position requirements to: [email protected]

Note

  • Application must include the position title in the subject line and not more than 4 pages.
  • Only short-listed candidates will be contacted.
  • We are an equal opportunity organization and we strongly encourage women to apply for this position

Application Deadline  22nd June, 2016.

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