Central African Republic: Operations Manager

Jan 5, 2015 | Mercy Corps
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Mercy Corps works almost exclusively in high-risk conflict and post-conflict environments. While we recognize that these are difficult places to operate, we believe that transitional environments – countries affected by civil wars, economic and political crisis, or natural disasters – also offer tremendous opportunities for positive change. We currently implement over 30 peacebuilding programs in some of the world’s toughest places, including Iraq, Somalia, and Sudan. Our current work builds on an exceptionally strong historical foundation. Since the late 1990s, Mercy Corps has implemented over 95 peacebuilding programs in over 30 countries and regions, making Mercy Corps a true leader in the field.

MERCY CORPS CENTRAL AFRICAN REPUBLIC:
Mercy Corps has been operational in the Central African Republic since September 2007. With a focus on development and transitional programming, Mercy Corps is implementing water/sanitation, food security, livelihoods, civil society building, gender-based violence (GBV) and protection programs throughout the country. Programs focus on a range of interventions, including 1) access to justice and GBV prevention, 2) boosting agricultural livelihoods, 3) water, sanitation, and hygiene, and 4) build resilience and strengthening the protective environment for communities affected by violence. Recent developments of sectarian violence in the central and western portion of the country present new challenges for communities already impacted by instability following a March 2013 coup by Seleka rebels. Mercy Corps CAR is well-positioned to intervene with programming that engages divided communities into peace dialogue, conflict mitigation, protection and economic development activities that aim to build community resilience against violence and insecurity.

GENERAL POSITION SUMMARY:
The Operations Manager is responsible for directly supervising all logistics, administrative and HR functions in CAR in order to ensure the smooth, timely and cost-effective provision of logistics and admin/ HR support to programs in order to achieve objectives. Under the supervision of the Country Director, the Operations Manager is responsible for Procurement, Assets, , IT, Fleet, Warehousing, Contracts and Leases, national staff HR and security. S/he ensures compliance with donor regulations as well as supporting the development and roll out of improved Mercy Corps’ internal systems, policies and procedures, including updating local manuals and policies and building the capacity of local operations team members. Providing training and ensuring close collaboration with program staff is also necessary. S/he provides support and advises the country leadership and other team members on operational issues to ensure transparency, efficiency and compliance.

ESSENTIAL JOB FUNCTIONS:

Strategy and Vision:

  • Contribute to the country strategic planning processes as an active participant of the Senior Management Team.
  • Set up the support services and develop logistics, procurement, administration and HR plans based on program needs.
  • Identify, recruit and train a team to operate Mercy Corps offices.
  • Read program proposals and effectively contribute to program implementation and development.

Team Management

  • Hire, orient and develop the capacity of the team and assist with continued development of a career path for operations staff.
  • Facilitate operations aspects of program planning, and upcoming operations resources needs, especially procurement.
  • Work with all Mercy Corps staff to ensure smooth introduction and adoption of operational systems.
  • Assist teams in understanding their roles and responsibilities in terms of interaction with operations.
  • Be responsible for full and proper implementation of Mercy Corps systems of management, compliance and control as described in Mercy Corps field manuals contained in the Office in a Box.
  • Work with finance compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities.

Operations Management - Logistics

  • Establish the receiving end of the pipeline of program and office related supplies, overseeing the logistical aspects of the operation as well as movements as needed.
  • Dispatch program and office related supplies per policy and with coordination with the receiving team.
  • Ensure transport procedures are followed as described in the Warehouse Policy and Procedures Guidelines.
  • Supervise the fleet and ensure systems to track maintenance, fuel usage and vehicle scheduling.
  • Maintain the Service Contract and Contracts database.
  • Liaise with finance to ensure compliance and payment schedules.
  • Maintain the asset registry and oversee equipment licensing and insurance.
  • Maintain the office inventory.

Operations Management - Administration

  • Ensure administration systems are implemented as described in the Field Administration Manual.
  • Develop and periodically review country or field office specific policies and communicate them to teams.
  • Oversee facility management, including housing and office leases; ensure that security standards are maintained at all premises.
  • Manage the IT System of the offices as well as establish necessary protocol for server usage and data backup.

Operations Management – Human Resources

  • Ensure HR systems are implemented and ensure all HR policies comply with local law.
  • Oversee fair, transparent and timely recruiting processes and maintain the HR database and tracking of team members.
  • Develop all necessary field office specific HR policies and communicate to teams.
  • Assist managers in implementing the performance review process and a fair and competitive compensation system.

Personal Leadership

  • Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.
  • Maintain high ethical standards and treat people with respect and dignity.
  • Demonstrate an awareness of his/her own strengths and development needs.

Representation

  • Interface with stakeholders responsible for coordinating all supply shipments via the appropriate approval processes.
  • Communicate with local partners in a manner consistent to the program team in terms of paperwork and documentation of goods.
  • Establish and maintain productive relationships with all stakeholders, vendors, suppliers, etc.
  • Attend all relevant meetings to the operations of MC within the greater humanitarian community in CAR.

Organizational 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 towards 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: All country Operations (Logistics, Administration and HR national staff

ACCOUNTABILITY:
REPORTS DIRECTLY TO: Country Director
WORKS DIRECTLY WITH: Program Managers, Finance Manager.
COLLABORATES WITH: All MC logistics and operations team as required outside of CAR.

KNOWLEDGE AND EXPERIENCE:

  • BA/S or equivalent in relevant field
  • 3-5 years field experience in operational support functions with a humanitarian non-governmental organization with a minimum of 2 years with supervisor responsibilities.
  • Experience in setting up and managing procurement and logistics management.
  • Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies.
  • Good writing and communications skills.
  • Excellent negotiation, representation, skills and the ability to work comfortably with an ethnically diverse staff in a very sensitive environment.
  • Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
  • Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
  • Proven ability to solve problems independently without direct supervision.
  • Experience living and working in CAR preferred.
  • Knowledge of Mercy Corps systems and procedures (particularly Mercy Corps procurement systems) desirable.
  • Excellent knowledge of French essential (verbal and written), and English also preferred.
  • Knowledge OFDA and EC regulations helpful.

SUCCESS FACTORS:
A successful candidate will have a demonstrated ability to lead and communicate effectively with team members of varied work styles and cultures, follow procedures, and meet deadlines with flexibility and creativity in planning and problem solving. S/he will have a proven ability to learn quickly, multi-task, prioritize, take initiative, and be accountable for results, understand the larger picture while remaining focused on the details, problem solving, work within a complex and sensitive setting and to follow laws and security protocols. A willingness to relocate for short-term as necessary within coverage regions based on needs, work independently and as part of a team are essential. S/he will have knowledge of operations, security, logistics and procurement, which can be adapted to the CAR context. 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. In CAR, patience, diplomacy, tenacity, compassion, determination and a sense of humor are all success factors.

LIVING /ENVIRONMENTAL CONDITIONS:
This position is based in Bangui and is unaccompanied for spouses and/or children and includes hardship allowance and R&R benefits. Recent increases in violence around the capitol and areas to the north and west has led to a more fluid and less stable situation on the ground. Hospitals and access to quality health care are very limited. Malaria is prevalent. It is estimated that 7-8% of the population may be HIV positive. Suitable group housing is available, but electricity and clean water are sometimes sporadic.

Mercy Corps Team members represent the agency both during and outside of 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.

Job Location
Bangui, Bangui, Central African Republic


Position Type
Full-Time/Regular