Senior Operations Officer - Samburu

The Position 

The Senior Operations Officer is responsible for facilitating program operational support for Mercy Corps Kenya (MCK), Samburu Field Office. Working closely with Program teams and Country Office Operations team, the Senior Operations Officer is instrumental in supporting program activities through his/her services in matters procurement, logistics, and general field office administration.

Essential Responsibilities

PROCUREMENT

• Daily coordination of MC procurement activities
• Ensure full understanding and adherence to MC procurement policies and formats and assist as needed in training staff on these policies
• Guide 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 assigned by manager – as per Mercy Corps standards and formats
• Interact with Vendors during collection of quotations – explain Mercy Corps formats and ensure that vendors will use the provided forms
• Ensure fair competition and strictly adhere to MC procurement rules regarding vendor relations
• Maintain up to date Mercy Corps Procurement data management system
• Interact with contractors, in coordination with the Program & Operations Managers
• Ensures that the required documentation of supplies and transactions are completed to MC standards

LOGISTICS MANAGEMENT

• Ensure Samburu field offices’ fleet and transport management complies with Mercy Corps Fleet Management Policy Guidelines
• Ensure proper management and coordination of staff travel arrangements in close consultation with the Logistics Officer
• Supervise the transport management and provide oversight to the management of Mercy Corps vehicles including; ensure proper use of vehicles, ensure vehicle files are completed and up to date, ensure that accident reports are completed and filled, ensure major repairs are done in timely manner
• Oversee the vehicle usage and rental calendar with rental agencies (if applicable) and follow up monthly payments
• Ensure vehicles are managed properly in accordance with all security regulations and measures
• Ensure efficient and effective vehicle utilization and fuel management
• Provide monthly vehicle monthly reports that inform decision making

ADMINISTRATION

• Ensure adherence to Administrative and IT procedures in all Samburu field offices
• Manage and renew office lease agreement for the Program field offices
• Coordinate any other necessary administrative and office management in the field offices
• Responsible for field office premises general facility management including security and hygiene upkeep and maintenance
• Facilitate procurement of general office supplies for running the field office
• Monitor and ensure premises utilities (water, electricity, garbage collection) are functioning and paid up in time
• Compile monthly operations reports and share with the Operations Manager

 ASSET MANAGEMENT

• Oversee the allocation and tagging of assets in the field office and update them in the asset master database
• Ensure maintenance of proper inventory of all equipment and fittings belonging to Mercy Corps with special attention to program field offices
• Ensure proper filling of assets as per the MC asset management policy in the program field offices
• Maintain a list of obsolete commodities and share the status update in the monthly operations reports

SAFEGUARDING RESPONSIBILITIES

• Actively learns about 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

Operations Assistants - Samburu county field office

Accountability

Reports Directly To: Field Director and Operations manager - Nawiri

Works Directly With: Director of Implementation & Nutrition Resilience, Deputy Field Director, Program, Operations, and Finance teams

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 or Supply Chain Management from a reputable institution is an added advantage 
• Current membership of KISM, CIPS or other related professional bodies will be required
• At least Seven years’ relevant experience handling procurement 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.