Senior Operations Officer - Samburu

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.
  

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.