ROVING OPERATIONS COORDINATOR

Job Description

About Mercy Corps

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.

Mercy Corps has been operating in Ethiopia since 2004. In partnership with civil society organizations, academic institutions, private sector, and the government, Mercy Corps Ethiopia has reached more than five million Ethiopians with interventions to save lives and build secure livelihoods. Our programs emphasize market-driven solutions, reinforce social bonds, and help communities build resilience to the impacts of climate change. Currently in six regional states – Afar, Amhara, Gambella, Oromia, Somali, and South Nations, Nationalities and People’s Region (SNNPR), and in Dire Dawa Administration and the capital city of Ethiopia, Addis Ababa – Mercy Corps Ethiopia is driven by the mission to contribute the emergence of a peaceful, resilient, and prosperous Ethiopia which is inclusive of youth and women. Our strategic directions focus in promoting inclusive and dynamic markets; promoting peace and social cohesion through strengthening formal/informal governance structures and citizen engagement; improved natural resource governance; and integrated humanitarian response.

Program / Department Summary

The Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management, IT , Safety and Security Management and facilities & office management for successful program implementation.

General Position Summary

The Roving Operations Coordinator will be responsible for practical Operations compliance, in liaison with programmes, finance, logistics and Procurement departments and units .  She/he is responsible to ensure current systems of control (a logistics rule, procurement policies ) are in place to satisfy MC and donor rules and regulations for the physical year and going forward.  She/he will also be responsible for collaboration with the relevant programme, logistics, HR, and finance staff in proposal development to ensure donor compliance.

Position Description

Location: Addis Ababa and Willingness to travel to field sites for 75% his /her time .

Position Status: Full-time

Salary Level: 

Current Team Member:

Safeguarding Risk: Medium

Essential Job Responsibilities

• Deploy to field offices and various operations units (e.g., procurement, logistics) on short-term assignments to support resource gaps in the operations unit.
• Review procurement systems, fleet systems, asset systems, and warehouse management. Take appropriate action based on defined Mercy Corps procurement lead times for the field while on assignment.
• Deploy to field offices during emergencies where a high level of procurement is required.
• Lead the implementation and delivery of county initiatives to meet specific procurement needs, including local and sector-specific Master Purchase Agreements.
• Identify capacity-building opportunities for the field and Addis procurement and logistics teams. Provide training and other development activities for national staff.
• When assigned to field offices, participate in field team management and strategy meetings with other program teams.
• Work closely with program managers and the procurement manager to establish procurement plans and track progress.
• To familiarize oneself with MC procedures and polices and Donor Rules and Regulations in relation to Logistics, procurement and programmes as appropriate with guidance from the Operations Director..

To ensure current systems of control are in place and are donor & MC compliant.

• Provide technical support to all Operations unit in relation to logistics, Procurement , Admin  and donor   compliance issues;
• Conduct monitoring visits to field locations meeting with the various department staff and providing training on Logistics, Procurement , Admin and donor compliance issues as necessary – on these visits observe MC/Donor compliance on Visibility.
• Check a sample transaction monthly to ensure donor compliance – typically high value purchase/tenders, flights, assets etc.
• Scrutinize selected procurement processes in all fields and in Addis for its correctness and MC and donor compliance.

Modify and implement controls in any areas of weakness including up on approval:

• Training of relevant staff in logistics, procurement and Admin rules & polices and donor compliance – specifically on what is required of them on a daily basis; what needs to be checked and what can be done to assist in improvements going-forward.
• Ensure an appropriate documentation management system for procurement , logistics and Admin is in place to meet the requirements of Donor audits (improve as necessary)

Undertake other tasks as delegated by supervisor.

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.

FINANCE & COMPLIANCE MANAGEMENT

• Ensure compliance with donor and Mercy Corps regulations related to emergency programming.
• Draft and/or review scope of work to hire and manage any technical consultants, including review for technical efficacy and contract budget.

GEDSI (GENDER, EQUALITY, DIVERSITY AND SOCIAL INCLUSION)

• Support the organization’s commitment to age and gender inclusive team building process
• Promote an inclusive and equitable workplace culture
• Support Staff Capacity Building on Increase staff knowledge of GEDSI

Supervisory Responsibility

Describe the staff member’s responsibility for directing the work of others, please list these staff member’s position titles. NONE

Accountability

Reports Directly To: Operations Director

Technical Line Report To: none

Works Directly With: All Operations team

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.

Knowledge and Experience

• Degree in logistics, Supply chain management, Accounting or any other relevant field of study.
• Excellent written and spoken English.
• Minimum of 5 years of working experience of USAID/BHA/WFP/OCHA grants in addition to excellent communication and organizational skills, ability to determine priorities and attention to detail a must. Ability to deal with professional people from programs, operations and finance backgrounds.
• High-level skills in Word and Excel. Skills in PowerPoint and other applications is an advantage.
• Ability to analyse and synthesise a variety of material in a fast-paced environment.
• Ability to work on their own, a self starter with high energy levels and the capability to work within a multi-cultural team.
• Field experience a must.
• Willingness to travel to field sites for 75% his/her time.

Success Factors

The successful Roving Operations Coordinator  will be good at problem-solving and work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. They will maintain strong cooperative relationships with other departments and interact effectively with international and national personnel both in a managerial and training capacity while demonstrating the ability to multi-task, meet deadlines and process information in support of changing program activities. The most successful Mercy Corps staff members have a solid commitment to teamwork and accountability, thrive in evolving and changing environments and make effective written and verbal communication a priority in all situations

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme.

We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.