Senior Operations Officer-East Africa Land Border Programme

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. 

Program / Department Summary

Mercy Corps is seeking a Senior Operations Officer for the anticipated FCDO-funded Land Border Programme.  Irregular migration and associated criminal activity in East Africa remain a complex and escalating challenge which leads to significant exploitation of vulnerable people on the move.  The planned East Africa Land Border Programme will take a multifaceted approach – integrating ‘prevention’, ‘prepare/protect’ and ‘pursue’. An important purpose of this programme is to support the pursuit of human traffickers and smugglers who are exploiting vulnerable populations on the move.  Initial interventions will take place in the Kenya border regions, with planned and phased expansion to Uganda, Ethiopia and possibly Somalia border areas. 

The role will be tasked to implement and maintain the highest standards of efficiency and integrity of the programme operations functions, ensuring prompt and effective provision of support services to the programme in compliance with both Mercy Corps and Donor policies, procedures, regulations and specifications.

General Position Summary

The Senior Operations Officer is responsible for facilitating programme operational support for Mercy Corps’ East Africa Land Border Programme (EALBP). Working closely with programme teams, the Senior Operations Officer will ensure efficient and compliant provision of procurement, logistics, and general office administration support to enable the effective and impactful delivery of programme activities.

Essential Job Responsibilities

Procurement

• Lead and coordinate programme procurement activities

• Ensure full understanding and adherence to Mercy Corps procurement policies and formats and assist as needed in training staff on these policies

• Guide programme 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 per Mercy Corps’ standards and formats

• Interact with vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors use the provided forms

• Ensure fair competition and strictly adhere to Mercy Corps procurement rules regarding vendor relations

• Maintain an up-to-date procurement data management system

• Interact with contractors, in coordination with the programme leads.

• Ensures that the required documentation of supplies and transactions are completed to Mercy Corps standards.

Logistic Management

• Ensure fleet and transport management complies with Mercy Corps Fleet Management Policy Guidelines.

• Ensure proper management and coordination of programme staff travel arrangements

• Supervise the programme transport management

• Oversee the programme vehicle usage and rental calendar with rental agencies (if applicable) and follow up monthly payments.

Administration

• Ensure adherence to Administrative and IT procedures in the programme

• Coordinate any other necessary administrative and office management in the programme offices.

• Facilitate procurement of general office supplies for running the programme activities.

• Compile monthly operations reports and share with the line manager

Asset Management

• Oversee the allocation and tagging of programme assets and update them in the asset master database.

• Ensure maintenance of proper inventory of all equipment and fittings belonging to the Programme

• Ensure proper filling of programme assets as per the MC asset management policy in the programme offices.

• Maintain a list of obsolete commodities and share the status update in the monthly operations reports.

Risk Management

• Follow Risk Management plan, ensuring adherence with risk management systems.

• Collaborate with country and regional operations teams to support programme preparedness and response to major disruptive events in coordination with the Regional Security Manager.

• Support the programme in the internal audit process to track findings and ensure compliance with findings and recommendations.

Safeguarding responsibilities 

• Actively learns 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

None

Accountability

Reports Directly To: Senior Quality and Compliance Manager

Works Directly With: Implementation and Partnership Manager, Programme Outcome leads; Programme partners and sub-awardees;

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, Supply Chain Management, Logistics etc. from a reputable institution is an added advantage 

• Current membership of KISM, CIPS or other related professional bodies will be required.

• At least 5-8 years’ relevant experience handling operations 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.

• Problem solver, solutions oriented when faced with complex situations.

Living Conditions / Environmental Conditions

This position is based in Nairobi, Kenya with potential travel to programme sites/border areas and additional programme countries (Uganda, Ethiopia, Somalia). Mercy Corps team members represent the agency both during and outside work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.

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 (integrityhotline@mercycorps.org).