Operations Assistant job at Mercy Corps

Mercy Corps

Operations Assistant job Post

Location: Jobs in Uganda 2022 - 2023

Work Hours: Full-time, 08 hours per day

Salary: UGX

No. of vacancies: 01

Deadline: 27 August 2022

Hiring Organization: Mercy Corps

Job Details:

Operations Assistant - Yumbe
Requisition Number: OPERA002698
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. In Uganda, Mercy Corps has worked since May 2006 by focusing its programming on Health, adolescent girls’ empowerment, economic development, conflict mitigation, and humanitarian response.
General Position Summary
Mercy Corps is looking for an Operations Assistant responsible for leading the operations function in Arua Office. Ensures to provide operational field support function in a timely manner. The operations officer oversees all arrangements and coordination for program support logistical duties.

Essential Job Functions
Fleet management
• Ensure that all vehicles are safe and road-worthy. Ensure that all vehicles have proper on-board vehicle documentation. Maintain administrative vehicle files for each vehicle.
• Ensure the continuous tracking of vehicle log-sheets; responsible for monthly compilation of fuel consumptions.
• With the Operations Assistant, schedule vehicle usage to meet programmatic and operational needs. Maintain vehicle movement board daily. Oversee and ensure proper use of the vehicles.
• Oversee fuel consumption purchase and tracking including coordination with gas station(s)
• Ensure maintenance of vehicles (service and repairs of cars and bikes) are done in a timely manner.
• Ensure that tracking of vehicle expenses is in accordance with procurement policy.
• Coordinate with Human Resources to ensure proper tracking of drivers/Guards HR files
Procurement support
• Ensure all items procured in adhere to the Mercy Corps Procurement Policies and Procedures.
• Ensure that there are no conflicts of interest between Mercy Corps staff and suppliers and vendors.
• Ensure all new staff receive training in Mercy Corps procurement procedures and policies.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and not jeopardize its humanitarian mission.
• Other duties as assigned.
Security Management
• Ensure compliance with security procedures and policies as determined by country program management.
• Proactively ensure that the team operates in a secure environment and are aware of policies.
• Be Security Focal Point for Arua and West Nile region. As Security Focal Person, coordinate with District Security officers; organize levies as needed for field trips.
• Ensure that security incident reports are completed and filed (including all vehicles’ related incidents).
• Ensure that accident reports are completed and filed.
Human Resource Management
• Responsible for maintaining personnel files for all staff, both national and international.
• In cooperation with Mercy Corps senior management team, ensure that the recruitment of local hire staff adheres to the Recruiting Policies and Procedures and local labor law.
• Ensure that the Mercy Corps Personnel Policies and Procedures adhere strictly to the local Labor Code.
• Responsible for ensuring compliance with all Mercy Corps hiring procedures.
• Ensure all new staff receive training in Mercy Corps recruitment processes and procedures
Field Asset Management
• Oversee tracking of all assets and inventory
• Ensure all aspects of asset management including maintenance of asset register and investigation of missing assets.
• Ensure all the items bought that fall under Asset category according to MC Policies are properly registered on the Asset Register with all the required information
• Monitor if the register is properly maintained and matches with the decentralized softcopy.
• Every six months review and physically crosscheck the Asset Register with the assets to ensure the asset tags are available on the assets and update the assets condition – depreciation if applicable.
Warehouse management
• Ensure that the Mercy Corps warehouse formats, policy, and procedures are followed.
• Ensure the smooth operation of warehouse(s) in compliance with security procedures, health and safety, maintain the warehouse in a clean and tidy state
• Ensure that reports of monthly stocks, end-of-grant stocks, fiscal year physical counts, and other physical counts are prepared.
• Ensure that physical and electronic copies of inventory are maintained as per formats and forms provided in the Warehouse Manual.
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 toward 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
• None
Accountability
• Reports Directly to: Operations Officer
• Works Directly with: Program, finance and Operations team members
Ethics and Integrity
All Mercy Corps staff member are expected to behave ethically and demonstrate highest integrity in their professional and personal life. Mercy Corps has zero tolerance to any form of fraud, corruption, abuse, harassment or exploitation. Any breach of our policies or misconduct will lead to disciplinary action or may lead to termination.
Knowledge and Experience
• A bachelor’s degree in Procurement and Logistics Management, Business Management, or a closely related field.
• At least 1 (one year) of experience in logistics, procurement, fleet management, and warehousing with international NGOs is an asset.
• Strong organizational skills, ability to maintain the procurement and logistics filing system, ability to interact effectively with international and national personnel, and adaptability to unanticipated circumstances.
• Microsoft Office computer skills and experience with using email.
• Proven ability to solve problems independently without supervision.
• Ability to communicate in English.
Success Factors
The successful candidate will be capable of multi-tasking, rapid decision-making, have initiative, drive and a lot of energy, as well as high emotional intelligence, constructive mentoring skills and proven experience with capacity building. S/he will be committed to long-term program sustainability and the delivery of high-impact activities at the community level. Successful Mercy Corps team members have a strong commitment to teamwork and accountability, thrive in evolving and challenging environments, and make effective written and verbal communication a priority.
Mercy Corps team members represent the agency both during and outside work hours. Team members are expected to conduct themselves in a professional manner and respect local laws, customs, and Mercy Corps policies, procedures, and values at all times and in all in-country venues.
The closing date for receiving applications is 27th August 2022.