The Director of Operations will be primarily responsible for enabling excellence in all operations functions of all offices in Kenya including procurement, assets management, fleet management, warehousing and facilities & office management.
About Mercy Corps
Mercy Corps is a leading global organization powered by the beliefthat a better world is possible.In disaster, in hardship, in more than40 countries around the world, we partner to put bold solutions intoaction helping people triumph over adversity and build strongercommunities from within.
Now, and for the future.
Program / Department Summary
Mercy Corps began working in Kenya in 2008 and has built a robust anddiverse portfolio working to enable Kenyans affected by poverty,resource scarcity and conflict to be healthy, productive and to drivepeace and development of their communities.
To do this, we deliverintegrated programming to strengthen market and governance systems,innovate urban youth employment opportunities, address the root causesof conflict, and build the resilience of vulnerable populations - inparticular youth, women, adolescents and marginalized communities.
Working with a diverse base of donors that includes the UK Departmentfor International Development (DFID), European Commission (EC), UnitedStates Agency for International Development (USAID), Google.
org,MasterCard Foundation and other foundations and institutional donors,Mercy Corps empowers people to recover from crisis, build better livesand transform their communities for good.
We work closely with theprivate sector, civil society and governance structures at local andnational levels to facilitate change and ensure that opportunities areinclusive of all Kenyans.
General Position Summary
The Director of Operations is a critical member of the country'ssenior management team with supervisory and managerial responsibility.
Reporting to the Country Director, the Director of Operations will beprimarily responsible for enabling excellence in all operationsfunctions of all offices in Kenya including procurement, assetsmanagement, fleet management, warehousing and facilities & officemanagement.
She / he will do this through primarily two-prongedinitiatives :
S / he will be required to strengthen the operational performanceand efficiency of the organization by developing the capacity of staffand establishing the effective and appropriate systems and processes.
S / he will also ensure that managerial processes, resources and thenecessary infrastructure are all in place. The Director of Operationssupports leadership through capacity building and the development ofsystems and processes.
Essential Job Responsibilities
STRATEGY & VISION
Lead the development and implementation of Operation Strategy for Mercy Corps Kenya.
Support and contribute to the development and implementation of Mercy Corps Kenya strategy.
Provide support to the Country Director on matters pertaining to strategy, planning, budgeting and overall support functions.
Work with the Operations Manager, Country Director and seniormanagement team to support the growth and execution of the programportfolio.
INTERNAL AND EXTERNAL COORDINATION
Maintain productive relationships with the private sector inclusive of, vendors and suppliers, etc.
Work in close coordination with legal advisors to seek the requiredguidance to keep Mercy Corps policies and activities aligned to theKenyan laws.
Work closely with Global Procurement and Logistics (GPL) HQ department to ensure alignment to agency rules and regulations.
COMPLEX AND MULTI-COUNTRY SUPPORT
Provide operations support to Complex Programs and these programsthat are implemented across borders. Work with Operation Teams in othercountries to maximize effectiveness and efficiency.
Identify, build and manage collaborative partnerships withconsortium partners, sub-grantees, donors, local governments and otherstakeholders.
INFLUENCE & REPRESENTATION
Represent Mercy Corps operations work in external and coordination forums.
Identify, build and maintain an effective network of like-minded partners to improve the operation environment.
Interface with relevant government authorities responsible for international NGOs.
Lead the development of systems and procedures for Mercy Corps Kenya. Ensure that these policies are effective and efficient.
Ensure integration of program support systems and processes in all Mercy Corps Kenya offices.
Ensure all offices have capacity (human and technical) to support smooth program operations.
Ensure internal and donor procedures, policies and guidelines are followed.
Ensure unified and cost effective fleet management, including tracking of maintenance, fuel usage and vehicle scheduling.
Oversee set-up and development of Mercy Corps offices includingdrafting and reviewing contracts for office and housing space, leaseholdimprovements, IT.
Ensure that country and field office specific policies are up todate and communicate them to teams. Develop new policies and guidelinesas needed.
Oversee database and 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.
Ensure that Mercy Corps contracts and businesstransactions / relationships are transparent and in compliance with locallaw and Mercy Corps / donor policies.
TEAM MANAGEMENT AND CAPACITY BUILDING
Train and coach the operations and other team members.
Build a cohesive team spirit and culture among the team andeffectively delegate functions and responsibilities to them whileensuring performance.
Lead and develop program support teams in the main office and all field offices.
Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
Promote accountability, communicate expectations and provide constructive feedback via regular performance reviews.
Provide team members with information, tools and other resources toimprove performance and reach career and performance objectives.
Contribute to country team-building efforts, help team membersidentify problem-solving options and ensure the integration of all teammembers into relevant decision-making processes.
Take ultimate responsibility for performance and capacity building of the operations support function.
FINANCE & COMPLIANCE MANAGEMENT
Ensure compliance with donor and Mercy Corps policies and regulations.
Draft and review scope of work to hire and manage any technicalconsultants, including review for technical efficacy and contractbudget.
As part of our commitment to organizational learning and in supportof our understanding that learning organizations are more effective,efficient and relevant to the communities they serve, we expect all teammembers to commit 5% of their time to learning activities that benefitMercy Corps as well as themselves.
ACCOUNTABILITY TO BENEFICIARIES
Mercy Corps team members are expected to support all efforts towardaccountability, specifically to our beneficiaries and to internationalstandards guiding international relief and development work, whileactively engaging beneficiary communities as equal partners in thedesign, monitoring and evaluation of our field projects.
Directly Supervising : Operations Manager
Indirectly Supervising : Other operations team
Reports Directly To : Country Director
Works Directly With : MCK department teams, HQ and Regional teams, HQ Global Procurement and Logistics (GPL), Internal Auditors.
KNOWLEDGE AND EXPERIENCE
BA / S or higher in management or other relevant field.
At least 8 years of Operations experience, including at least five years in senior management position.
Demonstrated experience setting up and managing administration, procurement, logistics with NGOs or a business
Demonstrated understanding of supporting complex operations and programs in challenging environments.
Demonstrated experience and passion to develop the capacity of team members
Extensive experience developing systems, policies and processes.
Demonstrated attention to detail, following procedures, meetingdeadlines and working and problem-solving independently andcooperatively.
Knowledge of USAID, DFID and other donor regulations required.
Excellent and demonstrated 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.
The Director will have high emotional intelligence; is an exceptional capacity builder; a systems professional; and a strategist.
A successful Director of Operations will be excellent at problemsolving and have the ability to work out methods to deliver theoperational needs of a large and complex protifio implemented overdiverse geographies.
The Director will provide excellent stewardship ofdonor funds and compliance with Mercy Corps and donor regulations. Animpeccable professional standard and procurement ethics and thewillingness and ability to enforce compliance with Mercy Corps and donorpolicies and procedures is essential.
S / he will maintain strongcooperative relationships with other departments and interacteffectively with all personnel both in a managerial as well as trainingcapacity, while demonstrating the ability to multi-task, meet deadlinesand process information in support of changing program activities.
Themost successful Mercy Corps staff members have a strong commitment toteamwork and accountability, thrive in evolving and changingenvironments and make effective written and verbal communication apriority in all situations.
LIVING CONDITIONS / ENVIRONMENTAL CONDITIONS
The position is based in Nairobi and requires up to 40% travel tofield locations. The location is accompanied and secure.
Housing isindividual accommodation with unlimited freedom of movement beyond thehouse / office. There are numerous International schools in Kenya.
Staffhave a relatively high degree of access to health and utility services(hospitals, clinics, electricity, water, etc).
This position requiresfrequent travel by road and air to field offices in less secureenvironments, where basic amenities are lacking (no running water, andlimited electricity without generators).
Mercy Corps team members represent the agency both during and outsidework hours when deployed in a field posting or on a visit / TDY to afield posting.
Team members are expected to conduct themselves in aprofessional manner and respect local laws, customs and MC's policies,procedures, and values at all times and in all in-country venues.
Fostering a diverse and open workplace is an important part of MercyCorps’ vision. Mercy Corps is an Equal Opportunity Employer regardlessof background.
We are committed to creating an inclusive environment.