South Sudan: Field Operations Officer, South Sudan (220011-927)

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been operational in South Sudan since 2005 and is currently engaged in series of humanitarian programming in Unity State along with development and resiliency programming in other States across the country. Currently, Mercy Corps is working in the following States in South Sudan: Unity, Warrup, Northern and Western Bahr el Ghazal and the Abeyi Administrative Area. Unity State in particular is caught in the crossfire of the violence and, as such, there is a significant and growing level of humanitarian need. The emergency response program in Unity State provides life-sustaining support to IDPs and host communities affected by the current fighting. Mercy Corps is well represented in South Sudan with offices in many locations. Juba is where the main office of Mercy Corps South Sudan is located.

At the same time, there is a concerted effort by the Country Office to expand both geographically as well as in other sectors as and when the environment becomes more conducive to operate in South Sudan.

GENERAL POSITION SUMMARY:

The Field Operations Officer is a key member of the country operations team. The Field Operations Officer is responsible for ensuring that functional and compliant operations systems and teams exist in all MC South Sudan field locations. They will evaluate structure and hire and train those teams based on the biggest areas of need and risk at each location. This includes: Logistics, Procurement (and Contracting), Assets, Warehousing, Administration, Human Resources and Security.

In conjunction with the Operations Manager the Field Operations Officer will ensure proper coordination between field locations and the country headquarters. The Field Operations Officer will act as a problem solver and fixer when major challenges/areas of need arise and be in charge of all operational functions while physically located at each field base. The Field Operations Officer will fill in for the COM during leaves and R&Rs S/he ensures compliance with donor regulations as well as MC South Sudan' internal policies and procedures.. S/he provides support and advises operations team members on operational issues.

ESSENTIAL JOB FUNCTIONS:

• Evaluate existing field office operational structures and systems based on existing personnel, needs, budget, programming, Mercy Corps standards and major areas of risk
• Create and enact clear, concise plans that put in place the needed operational structures and systems based on evaluation.
• Train new and existing staff on systems in-line with Mercy Corps policies and procedures. Ensure clear leadership and succession plans, work plans and reporting lines are in place for Operations
• Ensure all Mercy Corps field procurement, logistics and admin staff are well versed in procurement, logistics and admin procedures and ensure procurement thresholds and approval procedures are utilized appropriately. Ensure field driven procurement and logistics files are well maintained in orderly and up to date systematically in hard and electronic forms.
• Coordinate with Finance Department and Management to ensure that, procurement, logistics and admin documents are reviewed and approved on time.
• Periodic check of logistics and admin documentations at a field level and develop and implementation of action plans as needed.
• Act as overall Operations Management in field locations when physically located in that location.
• Provide remote support for operations staff at other field locations when not physically located in that location.
• Draft (as needed or in conjunction with field staff), review and edit contracts, lease agreements and preferred supplier agreements in coordination with the Country Operations Manager and Finance Director.
• Deployment to and overall management of operations in field bases in times of bulk operational activities (particularly major procurements), or in response to major operational challenges (both internal and external)
• Act as a problem solver and fixer for major operational challenges to ensure quality, timeliness, compliance and adherence to budget of operations support for programming
• Fill in for the Country Operations Manager while he/she is on R&R/Leave
• Read and comply with Mercy Corps operations management policies and procedures. Coordinate with field procurement, logistics and admin staff, program managers for approvals and reviews of procurement paperwork and use of paperwork in procurement such as Purchase Request, Request for Quotations, Quotations Analysis, Purchase Order, Good Received Notes, Purchase Records and Payment Requests in strict adherence to provisions in MC Field Procurement Manual and donor regulations.
• Strong understanding of Mercy Corps internal controls and procedures. Represent Mercy Corps in a professional manner to government officials, local & international community groups, suppliers, the UN and others as needed.
• Conduct himself / herself both professionally and personally in such manner as to bring credits to Mercy Corps and not to jeopardize its humanitarian mission in South Sudan.

Accountability to Beneficiaries: MC South Sudan 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: None

ACCOUNTABILITY:

REPORTS DIRECTLY TO: Operations Manager

WORKS DIRECTLY WITH: Director of Program, Program Managers / Heads of Office and Finance Director.

COLLABORATES WITH: All MC logistics and operations team as required

KNOWLEDGE AND EXPERIENCE:

• 3+ years field experience in administrative or operational support functions with a humanitarian non-governmental organization with supervisor responsibilities.
• Experience in setting up and managing administration, procurement, logistics, and human resource management.
• Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies.
• Excellent writing and communications skills.
• Excellent negotiation, representation, skills and the ability to work comfortably with an ethnically diverse staff in a very sensitive environment.
• Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
• Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
• Proven ability to solve problems independently without direct supervision.
• Experience living and working South Sudan preferred.
• Knowledge of MC South Sudan systems and procedures (particularly MC procurement systems) highly desirable.
• M&E experience preferred.
• Knowledge of USAID, ECHO, OFDA regulations helpful.

SUCCESS FACTORS:

Critical is problem solving, and the ability to work out methods to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations. Maintaining strong cooperative 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 live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment and be willing to travel regularly to MC South Sudan field offices and project sites.

MC South Sudan Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC South Sudan' policies, procedures, and values at all times and in all in-country venues.

Please follow this link to apply: http://www.aplitrak.com/?adid=amFtYW5kYS4wMTE3Mi4zODMwQG1lcmN5Y29ycHMuYXBsaXRyYWsuY29t