Job Information Operations/Logistics Officer - Roster of Professionals NGO Information
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Contact Name
Contact Email
Job Information
Contract Duration N/A
Governorate Whole Iraq
Job Shift Roster of Professionals
Nationality National
Working Hours Full Time
Posted 2022-04-19
Requirements
Minimum Education Bachelor Degree
Degree Title
Minimum Experience 2 Year
Required Travel 25%
Job Status
No Of Jobs 3
Published Date 2022-11-24
Deadline Date 2022-11-30
Location
[Erbil,Mosul,Baghdad,Iraq ]
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.

Program / Department Summary 

Mercy Corps works in places of transition, where conflict, disaster, political upheaval, or economic collapse present opportunities to build more secure, productive, and just communities. Providing emergency relief in times of crisis, we move quickly to help communities recover and build resilience to future shocks, and promote sustainable change by supporting community-led and market-driven initiatives. Recognizing both the great potential and the complex challenges faced by the Middle East, since 1989 Mercy Corps has been implementing a range of humanitarian assistance and development programs tailored to the specific needs of the region and of those communities where we work.

Mercy Corps has worked across Iraq’s 18 governorates since 2003, implementing relief and development programming, more than a third of which has focused on the specific needs of refugees and displaced persons. Mercy Corps Iraq current goal is to work with new and existing civil society, public and private sector partners to meet immediate and long-term needs by strengthening communities’ ability to rebuild amidst increasing crisis. Mercy Corps Iraq focuses on (1) a relief-to- resilience pathway to meet the needs of conflict-affected communities leveraging agency expertise in conflict management and civil society development (2) a humanitarian response that empowers conflict-affected    populations    to    meet    their own   needs   (3)   partnering   with   conflict-affected adolescents to address their diverse needs, promoting leadership and linkages with civil society.

 General Position Summary

 The Operations/Logistics Officer based in Baghdad/Erbil/Mosul is responsible for all operations activities in Baghdad/Erbil/Mosul including, but not limited to Logistics, Procurement, Assets, Fleet and Administration including IT.  S/he ensures compliance with donor regulations as well as Mercy Corps’ internal policies and builds the capacity of local operations team members who are based in Baghdad/Erbil/Mosul. S/he provides support and assists the Area Operations Manager in Baghdad/Erbil/Mosul and other team members on operational issues.

 ESSENTIAL JOB FUNCTIONS: Operations Management:

  • Responsible for the 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 Mercy Corps Baghdad/Erbil/Mosul staff to ensure smooth introduction and adoption of operational systems.
  • Assist the Program team in understanding their role and responsibilities in terms of interaction with operations departments. This includes trainings and regular coordination meetings, problem solving, procurement planning. And overall coordination between departments to ensure effective and timely program implementation.
  • Work closely with Finance and Grant & Compliance teams to mitigate fraud, conflict of interest, and legal liability to Mercy Corps activities in Baghdad/Erbil/Mosul.

 Operations Management - Administration: 

  • Ensure the Admin systems are implemented as described in the Field Administration Manual;
  • Oversee the set-up and development of Mercy Corps office in Baghdad/Erbil/Mosul to meet the needs of team members including drafting and reviewing contracts for office and housing space, leasehold improvements, and IT.
  • Oversee database and paper file management for administration, procurement, and logistics documents.
  • Oversee facility management, including housing and office leases. Ensure that security standards are maintained at all premises.
  • Track expatriate visa and work permits, if necessary.
  • Ensure IT systems are functional and support is provided as needed

Operations Management - Logistics: 

  • Ensure timely and accurate processing and documentation for procurements as described in the Field Procurement Manual.
  • Ensure procurement records systems are well managed and maintained.
  • Oversee use of the Electronic Procurement System found in the Office in a Box.
  • Ensure logistics reports are generated and shared with the relevant staff.
  • Supervise the  Logistics  and  Procurement  staff  and  ensure  that  systems  are  in  place  to  track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines.
  • Maintain service contracts.
  • Oversee tracking of all assets to ensure accurate record keeping of Mercy Corps and donor assets, including exceptional items that require registration and movement tracking, in accordance with the Mercy Corps Asset Management Manual.

Asset Management:

  • Represent operations team as Asset Focal Point for Mercy Corps Iraq.
  • Attend all 90 Days Close out meeting for each fund closure to identify deadline for asset reconciliation, this activity will include but not limited to:
  • Review Asset register and reconcile with accounting & procurement records to ensure all assets purchased under grant are included.
  • Ensure all Assets purchased under the program as a deliverable of a program, are included in the asset registered and have properly approved and signed Disposal of Assets Form as per MC's Asset Management Manual.
  • Develop asset disposition plan (after raised by program manager) in accordance with donor rules and regulations.
  • Conduct Grant-End Physical Inventory (in coordination with assets Controllers) and Financial Reconciliation within the final month of the grant agreement period as per Mercy Corps' Asset Management Manual.
  • Status of assets purchased with donor funds is submitted to the donor in an end of grant report, as per donor requirements and MC's Asset Management Manual.
  • Report any asset management flags to the Operations Director.
  • Ensure all documents related to MC Assets are collected, filed, and managed appropriately through monthly official follow up with Field Asset Controllers.
  • Work with the Operations Director, AOMs, and the Region to ensure adaptation of all Asset related policies and procedures are followed and MCIQ is using the most up to date asset management system.
  • Maintain an online system / Master list that is used for Asset management activities (Register, Movement, Disposals and Reporting, etc.). Lead on the adaptation of new and innovative asset management systems, the field activities (Register, Movement, Disposals, etc.). will be under asset controls responsibilities.
  • Provide capacity building (Asset controllers based on Request from AOM) and training on Asset management policies and procedures (Quarterly bases in Coordination with Operations Director).
  • Oversee the Asset Controllers team and ensure that systems are in place to track asset management activities online scheduling as described in the Asset Management Policy, Memos, and SOPs.
  • Support asset Controllers and Operations Directors in any damage or loss report for Mercy Corps assets.
  • Must have a clear understanding of all Mercy Corps policies and operation requirements.
  • Any additional tasks assigned related to Asset Management for Mercy Corps Iraq.

Vendor Data Administration:

  • Support procurement team in data Vendor data administration in Procurement system (ProSource).
  • Creating an account and entering Vendor data Remittance information into ProSource include working in coordination with the procurement team to complete Ariba Network registration.
  • Manage Tickets raised by procurement team to register Vendors in ProSource during Supplier Invite, Micro Purchasing Vendors and Small and Greater Purchasing Vendors.
  • Any additional tasks assigned related to Vendor Data Admin of ProSource for Mercy Corps Iraq (in coordination with the Procurement team).

 Trainings: assist Operations Baghdad/Erbil/Mosul team in conducting PALM trainings for program and operations staff in Baghdad/Erbil/Mosul.

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: Operations staff.

REPORTS DIRECTLY TO: Area Operations Manager Erbil/Baghdad

WORKS DIRECTLY WITH: Operations, Finance and Program Staff

Success Factors: 

  • Excellent problem solving skills, and ability to act as intermediary between program and operations staff to ensure smooth    process flow while maintaining a balance between program implementation and compliance with Mercy Corps and donor policies
  • Maintaining strong cooperating relationships with other departments is crucial. A successful candidate will have the ability to interact effectively with international and national personnel both in a managerial as well  as  training  capacity  and  demonstrate  ability  to  multi-task,  meet  deadlines  and  process information in support of changing program activities. S/he will be able to work closely with a diverse team of individuals.
Qualifications & Preferred Skills

Knowledge and Experience: 

 

  • BA/BS degree in a relevant field preferred
  • 2-4 years field experience setting up and managing administration, procurement, logistics, and human resource systems with humanitarian NGOs with supervisory responsibilities.
  • Knowledge of Mercy Corps systems and procedures desirable;
  • Knowledge of USAID, EC, DFID regulations helpful.
  • Excellent negotiation and representation skills.
  • Effective verbal  and  written communication, organizational, prioritization and
  • Microsoft  Office applications.
  • Excellent oral and written English skills required.
  • Ability to work effectively with an ethnically diverse team in a sensitive environment.
  • Demonstrated understanding  of  complex  emergencies,  related  security  concerns,  and  appropriate responses to such emergencies.
How To Apply

Successful candidates should meet the education and experience requirements in the position descriptions for the vacant positions. S/he must be self- motivated, creative, tolerant, and able to work in difficult, stressful environments and follow Mercy Corps procedures. S/he must respect diversity and gender equality at the workplace.

Interested candidates should submit their CVs to the email address mcerbilhr@gmail.com before the deadline indicated below.

Please indicate on the subject of the email the title of the position you are applying for, for full position description for the noted posts, please visit websites NCCI and F-Job.

 ALL APPLICATIONS/ CVs SHOULD BE RECEIVED BY November 30, 2022 at 16:00.

Mercy Corps will review CV’s and applications on a rolling basis (i.e., as applications are submitted).

Potential candidates for the post will be contacted for an interview and processed according to Mercy Corps Human Resources policies and procedures. As soon as qualified candidates are identified the positions will be closed automatically. Please note that only shortlisted applicants will be contacted for potential interview. Any documents submitted will remain with Mercy Corps and will not be returned to candidates.

Mercy Corps is an equal opportunity employer. Females are highly encouraged to apply.

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