Operations Officer at Mercy Corps Nigeria

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.  In Nigeria, Mercy Corps has worked since 2012 by focusing its programming on adolescent girls’ empowerment, economic development, conflict mitigation, and humanitarian response.

We are recruiting to fill the position below:

Job Title: Operations Officer

Location: Ngala, Borno
Reports Directly to: Head of Office

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.
• 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.
• Works Directly with program and finance staff in north - east and operations staff in Abuja

Essential Job Function
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 Ngala 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 etc)
• 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.

Supervisory 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.

Knowledge 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.

Applications Closing Date
15th July, 2017.

How to Apply
Interested and qualified candidates should send their CV’s and Cover Letter in one document, addressing the position requirements to: [email protected] All applications must include the position title in the subject line.
Or
Drop off application in a sealed envelope with the position boldly written to:
Mercy Corps Nigeria Office,
Ngala,
Borno State.
Or
Plot 119, NUJ Street,
New GRA, Bama Road,
Maiduguri,
Borno State.