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Since 1979, we have helped people grappling with the toughest hardships survive - and then thrive. That’s the heart of our approach: We help communities turn crisis into opportunity.
Throughout our history, Mercy Corps has demonstrated innovation, timeliness and the ability to adapt quickly to changing realities.
General Position Summary
The Operations Coordinator is responsible for all facilities & office management functions, and logistics (asset management, fleet management and warehousing) functions in a specific field office.
Essential Job Responsibilities
Logistics
- Ensure that warehouse procedures are developed and followed as described in the Field Warehouse Management Policy.
- Supervise the fleet management team and ensure systems to track maintenance, fuel usage and vehicle scheduling.
- Establish and maintain a pipeline of supplies, overseeing the logistical aspects of the operation; oversee NFI, commodity storage and movements as needed.
- Liaise with finance to ensure compliance and payment schedules; maintain service contracts.
- Coordinate logistical aspects (non-program) of material aid projects and associated shipments; manage importation and customs clearance elements. Oversee equipment registration, licensing, and insurance, etc.
- Maintain inventory records of materials and materials flow; oversee tracking of all assets.
Facilities and Office Management
- Ensure that facilities and office management policies and procedures are implemented as described in the Field Facilities and Office Management Manual across all deep field offices
- Oversee set-up and development of Mercy Corps offices including drafting and reviewing contracts for office and housing space, leasehold improvements, and IT.
- Oversee facility management, including housing and office leases; ensure that security standards are maintained at all premises.
- Ensure that Mercy Corps contracts and business transactions/relationships are transparent and in compliance with law and Mercy Corps/donor policies.
- Responsible for Ensuring optimum utilization of resources including OPS budgets.
- Ensure full compliance as per the standard operating process, and policies in OPS.
Accountability to Participation 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
- Candidates should possess a relevant Bachelor’s degree or Higher National Diploma.
- A minimum of 3 field experiences in operations management.
- Demonstrated attention to detail, following procedures, meeting deadlines, and working and problem-solving independently and cooperatively.
- Excellent negotiation and representation skills.
- Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
- Excellent oral and written English skills required.
- Ability to work effectively with an ethnically diverse team in a sensitive environment.
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General Position Summary
The Procurement Assistant is responsible for facilitating the procurement aspects of Mercy Corps operation. Working closely with Program, Administration, Finance and Logistics, the Procurement Assistant is instrumental in supporting program activities through their services.
Essential Job Responsibilities
- Daily administrative support of MC procurement activities.
- Assist in the maintenance of thorough procurement files in line with the FP3.
- Regularly produce purchase status and complete purchase reports using the ongoing PR Master List.
- Maintain a file on market prices for commonly bought items.
- Scan a soft copy of all documentation before it is handed over to the program and finance for payment.
- Learn Purchase Request (PR) review and numbering.
- Assist the procurement officer during tender opening sessions.
- Follow up with suppliers, vendors and third parties to ensure delivery of goods/services.
- Follow up with suppliers for prompt submission of invoices after goods/service delivery.
- Assists staff as needed in creating clear and understandable purchase requests and other documentation.
- Interact with contractors/suppliers in coordination with the Program & Logistics team members.
- Prepare the required documentation of supplies and transactions in line with Mercy Corps standards.
- Perform other duties as assigned by the supervisor.
Minimum Qualification & Transferable Skills
- Candidates should possess a relevant Bachelor’s degree or Higher National Diploma.
- Minimum 1-year experience in procurement or related field.
- Strong organizational skills.
- Ability to interact effectively with international and national personnel.
- Good oral and written English skills.
- Good computer skills in MS Office programs, especially in MS Excel.
- A demonstrated ability to multi-task and process information into action to not delay program activities.
- A clear understanding of procurement ethics and donor compliance is essential.
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