Mercy Corps recrute un(e) Responsable des opérations en Haïti basé au Port-au-Prince.

Mercy Corps recrute un(e) Responsable des opérations en Haïti basé au Port-au-Prince.

 

 

 

 

 

General Position Summary
The Country Operations Manager is a member of the country’s senior management team and is responsible for enabling excellence in all operations functions in Haiti including Procurement, Logistics, Assets, Fleet, and Warehousing. S/he ensures effective systems that support a strategy for healthy, robust, and integrated functions of local team members.

Essential Responsibilities

• Manage reliable and cost-effective operations and effective implementation of the strategies of Mercy Corps towards the right direction, including supervision of facilities & office management, information technology, procurement, asset management, fleet management and warehouse management.
• Supports the program team on timely provision of operations support at a higher level of standards.
• Ensures compliance requirements of Mercy Corps and rules and regulations specified by the donors and sometimes host governments.
• Provides management information for decision making as required.
• Support developing budgets for operations activities of country programs as an integral part of program proposal development and country level budgeting.
• Represents Mercy Corps as required in coordination with country management. As a senior management team member, the operations manager will have certain representation at the discretion of the country director. The level of representation may vary depend on the country context (i.e. Local Logistics Cluster, NGO Working Groups, etc.)

STRATEGIC OVERSIGHT
Strategic oversight, direction, and advice on all aspects of Mercy Corps operations management, aiming at the achievement of the following results:

• Successful contribution for implementation of country operations strategies and establishment of management guidelines.
• Advice on operations strategies, policies and plans affecting operations, program deliverables and staffing.
• Analyzing Mercy Corps’ operating environment in the country and adjusting operations and providing advice on contextual changes.
• Guide Mercy Corps operational strategies and activities.
• Successful implementation of operational strategies and direct establishment of management achievements with operations.
• Maintain regular control on operations budget and identify any exceptions or possible implications of under / overspending in a timely manner.
• Promote continuous organizational learning culture with the empowerment of individuals and teams with the identification of learning needs. Create learning opportunities and ensure access to available learning resources.

IMPLEMENTATION OF POLICIES AND PROCEDURES
Implementation of appropriate operations policies and procedures that comply with Mercy Corps policies and procedures and with donor rules and regulations focusing on the achievement of the following results:

• Full compliance of operations with Mercy Corps Global Procurement and Logistics policies, procedures, and processes.
• Provide strategic, technical, and managerial leadership in implementation of Global Procurement and Logistics in the country program.
• Ensure ongoing full compliance of Mercy Corps finance policies and procedure and others (i.e., Program Management Manual, National Staff Handbook etc.)
• Act as focal point from operations for all internal and external audit matters in coordination with country management.
• Provide expert advice on Mercy Corps policies regarding resource management, tools, etc.
• Development of local policies and procedures with the support of country management and implementation of them.

RESOURCE MANAGEMENT

• Effective and efficient resources management in administration, procurement, logistics and IT on the achievement of the following results:
• Ensure effective management of administrative / logistics resources and reporting in a systematic, transparent, and efficient manner to country management.
• Responsible for provision of high quality and timely procurement and other program support.
• Exercising oversight over procurement processes and logistics ensuring compliance with Mercy Corps procurement policies and procedures as well donor rules and regulations.
• Oversee provision of transport and travel support (international and domestic).
• Oversight on maintenance of proper custody of Mercy Corps assets, warehouse inventory and general inventory.

STRATEGY & VISION

• Provide program support, coordination, supervision, and monitoring designed to meet program objectives.
• Lead the operations team to proactively communicate key operational data including security updates, PR tracking, MSA status, contractual status, etc. to other department heads and program teams.
• Contribute to the country strategic planning process and provide regular updates to facilitate key decision making.

TEAM MANAGEMENT

• Develop the capacity of the team, deepen understanding of their roles and assist with career development across all Mercy Corps Haiti office locations.
• 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.
• Work with all Mercy Corps staff to ensure smooth introduction and adoption of operational systems.
• Be responsible for 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 finance compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities. 

OPERATIONS MANAGEMENT – LOGISTICS AND SECURITY

• Ensure timely, accurate processing and documentation of procurements and Chair tender openings as required.
• Confirm warehouse procedures are followed as described in the Warehouse Policy and Procedures Guidelines.
• Supervise the fleet management team and ensure systems to track maintenance, fuel usage and vehicle scheduling.
• Establish and maintain pipeline of supplies, overseeing the logistical aspects of the operation; oversee NFI, commodity storage and movements as needed.
• Liaise with finance to ensure compliance and payment schedules; maintain service contracts.
• Coordinate logistical (non-program) aspects of material aid projects and associated shipments; manage importation and customs clearance elements. Oversee equipment registration, licensing, and insurance, etc.
• Maintain inventory records of materials and materials flow; oversee tracking of all assets.
• Liaise closely with security team to ensure compliance with security procedures and policies as determined by country.
• Proactively ensure that team members operate in a secure environment and are aware of policies. 

OPERATIONS MANAGEMENT- ADMINISTRATION

• Oversee set-up and development of Mercy Corps offices including drafting and reviewing contracts for office and housing space, leasehold improvements, and IT.
• Develop and periodically review country or field office-specific policies and communicate them to teams.
  Oversee database and file management for administration, procurement, and logistics resources documents.
• Oversee facility management, including housing and office leases; ensure that security standards are maintained at all premises.
• Supervise IT, System Administrator, to ensure functional IT systems.
• Ensure that Mercy Corps contracts and business transactions/relationships are transparent and in compliance with Haiti law and Mercy Corps/donor policies.

INFLUENCE & REPRESENTATION

• Interface with stakeholders responsible for coordinating all supply shipments via the appropriate approval processes.
• Communicate with local partners to verify their systems and that they understand and follow all appropriate procedures and archiving.
• Maintain productive relationships with all stakeholders, vendors, suppliers, etc.
• Build and maintain networks with operational actors and focal points in country.
• Consistently demonstrate flexibility, resilience, and ability to maintain positive relationships and composure, even under difficult circumstances.
• Maintain high ethical standards and treat people with respect and dignity.
• Demonstrate an awareness of his/her own strengths and development needs.

SECURITY

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

Supervisory Responsibility
Operations support staff – Procurement Officer, Logistics/Procurement Officers

Accountability
Reports Directly To: Country Director
Works Directly With: Program staff, Finance staff, Security Staff, and all field staff.
Collaborates With: All MC logistics and operations teams as required.

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.

Minimum Qualifications & Transferable Skills

• BA/BS degree in a relevant field.
• A minimum of 5-7 years of field experience setting up and managing administration, procurement, logistics, and human resource systems with humanitarian NGOs with supervisory responsibilities.
• Proven understanding of complex emergencies, related security concerns, and appropriate responses with experience in insecure environments.
• Demonstrated attention to detail, following procedures, meeting deadlines, and working and problem-solving independently and cooperatively.
• Knowledge of Mercy Corps’ systems and procedures (esp. procurement systems) desirable; M&E experience preferred and knowledge of USAID regulations helpful.
• Internationally recognized qualification in project or program management or a commitment to obtain the qualification in the early months of work.
• Knowledge of Sphere standards and other training in humanitarian response preferred.
• Excellent negotiation and representation skills.
• Effective verbal and written communication, organizational, prioritization, and Microsoft Office applications.
• Fluency in written and oral French and English is required.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

Closing date : October 31^th, 2023