About Mercy Corps
Mercy Corps is a leading global organization powered by the belief that a better world is possible. ln 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.
Mercy Corps has been present in Central African Republic (CAR) since 2007, focusing its interventions on leading humanitarian response and recovery for crisis-affected populations through cash assistance, water and sanitation, and protection of vulnerable populations, especially survivors of gender-based violence (GBV). At the same time, we are working to build resilience and lay the foundations for a more prosperous future, by promoting peace and reconciliation between communities, supporting economic development and access to employment, building access to markets and financial services, and strengthening governance outcomes.
The situation in the Central African Republic remains volatile and difficult to predict. However, Mercy Corps is committed to meeting the immediate needs of people affected by conflict, while addressing the causes of poverty and injustice by promoting peace, good governance and economic development. With funding from USAID, AFD, the United Nations and other private donors and foundations, Mercy Corps works together with communities in CAR to respond to these needs and support long term relief, recovery, and resilience outcomes.
Mercy Corps plays a key role in coordinating with other NGOs and United Nations bodies, including being a member of the executive committee of the CCO (Coordinating Committee of INGOs), the NGO coordination platform for international NGOs in the CAR, composed of 50+ organizations.
Program / Department Summary
The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in daily Procurement, Administration, Logistics, Asset Management (PALM) and Information Technology for all offices in MC-CAR. The overriding objective for all Mercy Corps operations activities are the prompt and effective provision of on-time solutions Mercy Corps’ beneficiary populations in compliance with Mercy Corps’ and donor policies, procedures, regulations, and specifications.
General Position Summary
The Operations Manager is a member of the country’s senior management team (SMT) with supervisory and managerial responsibility. The successful candidate will be able to successfully step into this role with a small amount of onboarding and regular support from the Logistics, Information Technology, Administration, safety and security team. This role will seek to maintain a high level of efficiency of the department during the interim period, and help to onboard the new, full-time Operations Manager. Furthermore, this position will be welcomed to suggest, implement, process improvements across the team.
Reporting to the Country Director, the Operations Manager will be primarily responsible for enabling excellence in all operations functions of all offices in CAR including procurement, logistics, assets, fleet, administration, information technology, safety & security and government liaison. He/she ensures effective systems that support strategy for healthy, robust and integrated functions of national team members. He/she will be required to strengthen the operational performance and efficiency of the organization. He/she will also ensure that managerial processes, resources and the necessary infrastructure are all in place. The successful candidate will be organized, professional, deeply knowledgeable of these processes and best practices, a strong manager able to multi-task, a kind, supportive and yet firm manager, and someone who brings a lot of energy and a high work ethic to the role. This role is one of the top advisors to the Country Director and collaborates closely with other colleagues at the regional and global level as well.
Essential Job Responsibilities
Strategy and Vision
• Provide overall operational support to programs and facilitate coordination, supervision and monitoring of support activities designed to assist in fulfilling program objectives.
• Adjust the size, the design and the effectiveness of the support department according to the evolution of the needs based on the program portfolio and available resources
• Be creative in looking for better efficiencies of the operations departments according to constrains by using new systems or technology
Program Support: Operations
• Assume direct responsibility for ensuring effectiveness of operations systems for program impact including administrative, IT, logistics, procurement and security.
• Work closely with the Country Director, the Program Director, the Finance Director to ensure that all operational departments are working in close collaboration with programs to facilitate smooth, efficient and effective implementation.
• Manage and motivate an informed, skilled and efficient team as necessary; incorporate Performance Management systems and staff development strategies into the team building process.
• Create and maintain systems ensuring effective and transparent use of financial resources for timely and informative reporting in line with donor and Mercy Corps policies and procedures.
• Create and implement a monthly operational pack and a dashboard to ensure follow-up and analysis is updated on a monthly basis in all operational and program areas (i.e., Administration & Logistics).
• Ensure archive of operations documentation is well organized with hard and soft format and is kept up-to-date to facilitate audit and information research;
Field Support: Operations
• Work closely with the Heads of Base in each field site to ensure that support systems and structures are in place and compliant with relevant internal and external policies and procedures.
• Ensure that field office operations create an enabling environment for smooth program implementation.
• Conduct field visits to project sites for supervision and support and maintain close collaboration with the Heads of Base in each field site to ensure operational and programmatic cooperation.
Operation Management: Administration
• Ensure the Administration systems are implemented as described in the Field Administration Manual.
• Oversee database & paper file management for administration, procurement, logistics resources documents.
• Oversee facility management, including housing and office leases
• Oversee timely domestic travel reservations and arrangements, and maintain strong relations with transport providers.
• Ensure that all government-required authorizations and documentation are complete and up-todate.
• Ensure that all Mercy Corps contracts and business transactions/relationships are transparent and in compliance with CAR laws and Mercy Corps/donor policies.
• Assist the program team and departments to understand their roles and responsibilities in terms of interaction with the Administration departments. These include trainings, regular coordination meetings, problem solving and necessary planning activities to ensure effective and timely program implementation.
• Responsible for expatriate visa and work permits, as necessary.
Operation Management: Logistics
• Ensure timely and accurate processing and documentation of procurements and ensure accurate paperwork and a supply chain as described in the new Field Procurement Manual. (FP3)
• Ensure procurement records systems are managed and maintained.
• Supervise the fleet team and ensure that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines.
• Implementation of monitoring and repair sheets.
• Establishes assets renewal strategy (vehicles, IT equipment, generators ..)
• Provide direct support to ensuring that all field offices meet minimum standards.
• Maintain service contracts.
• Liaise with finance to ensure compliance and payment schedules.
• Oversee tracking of all assets to ensure accurate record keeping of Mercy Corps and donor assets, including exceptional items that require registration and movement tracking, in accordance with the Mercy Corps Asset Management Manual.
• Maintain inventory records of materials and materials flow in all offices.
• Oversee customs clearing, equipment registration, licensing and insurance, etc.
• Chair tender openings as required.
Team Management
• Develop the capacity of the team, deepen understanding of their roles and assist with career development.
• Assist team members with information, tools and resources to improve performance & reach objectives.
• Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular one on ones and performance reviews.
• Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
• Hire, orient and lead team members as necessary.
Security
• Act as Country Security Focal Point (SFP) for Mercy Corps CAR and ensure safety and security of all Mercy Corps CAR Staffs.
• Proactively ensure that team members operate in a secure environment and are aware of policies.
• Conduct threat and security assessment for all MC CAR Offices and inform the CD when safety and security policies and procedures need to be adjusted accordingly.
• Provide security briefings and updates to new hires, visitors as and when as needed. Train Regional SFPs to conduct orientation and trainings to respective field office staffs.
• Assist Country Director, as required, in developing and implementing strategies to continue Mercy Corps operations continuity in times of heightened security.
• Participate in regional security dialogue and information sharing. Ensure compliance with security procedures and policies as determined by country leadership.
• Ensure all property including vehicles has adequate first aid kits, fire extinguishers etc. and provide training on same to all staff.
• Ensure safety and security of all Mercy Corps CAR staff and participate in security forums.
Finance and Compliance Management
• Ensure compliance with donor and Mercy Corps regulations related to operations.
• Draft and/or review scope of work to hire and manage any technical consultants or visit from the HQ operation departments team.
• Have a monthly analysis and review of the budget and it’s forecast for operations with the Program Director and the Finance Director.
Influence and Representation
• As appropriate interface with relevant government authorities responsible for international NGOs, labor, staff development and personnel taxes (in coordination with the Finance Director).
• Participate in Security and Logistic working groups with other NGOs.
Organisational Learning
• As part of our commitment to organizational learning and in support of our understanding that learning organizations are more effective, efficient and relevant to the communities they serve, we expect all team members to commit 5% of their time to learning activities that benefit Mercy Corps as well as themselves.
Accountability to Beneficiaries
• Mercy Corps team members are expected to support all efforts toward 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.
Supervisory Responsibility
Bangui based Administration, Procurement, IT, Logistics Officers and Managers which represents a team of 6 staff.
Reports directly to: Country Director**
Works directly with: HQ Procurement, Regional Procurement and Logistics Manager, Internal Auditors, Finance and Compliance Managers, Programs Managers/Directors, Head of Base in Bouar, Bambari, Bangasssou and Berbarati , Finance and HR team.
Knowledge and Experience
• BA/BS degree in a relevant field; Masters preferred.
• 5-7 years of overseas experience including at least 3 years in a management position, preferably in francophone Africa
• Extensive experience in logistics, administration, IT and procurement.
• Experience managing humanitarian relief and post-conflict programs in areas of affected by conflict and insecurity
• Knowledge of major donor requirements and compliance issues
• Solid knowledge of security protocols and ability to work appropriately in an insecure environment
• Strong management skills, with good understanding of relevant cross-cultural issues
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members
• Fluency in French and decent oral and written English skills required.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.
• Knowledge of CAR working’s context.
Success Factors
The successful Operations Manager will possess senior level experience in managing or coordinating humanitarian relief and/or post-conflict programs in areas affected by conflict, instability and insecurity. S/He will also possess experience negotiating in difficult market conditions, which may have been obtained from working in the private sector. S/he will have an outstanding ability to multi-task, prioritize, solve problems, and pay simultaneous attention to detail and strategic vision. S/he will also have proven experience with cross-cultural teams, with strong leadership and mentoring skills.
The most successful Mercy Corps staff members have a strong commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations. ln CAR, patience, diplomacy, tenacity, compassion, determination and a sense of humor are all success factors.
Living Conditions / Environmental Conditions
The role is based in Bangui, CAR. The location is unaccompanied. Housing within a shared compound with other team members, with freedom of movement beyond the
house/office. Staff will have access to electricity, water, and internet, though they should expect occasional outages. Access to health care is limited. This position requires 25% of time traveling to field offices, some of which are in insecure environments. As an unaccompanied position, this role qualifies for hardship allowance.
https://jobs.jobvite.com/mercycorps/job/oK3lifwa