PROGRAM/DEPARTMENT SUMMARY:
Mercy Corps has been working in Sudan since 2004 and is implementing a variety of programs in six regions.  Program activities include civil society capacity building, agricultural livelihoods, community infrastructure and peace-building and Emergency projects for IDPs. [Describe overview of job mission]  The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the delivery of program support functions to program staff.  Operations are centrally managed from the Juba office but the Operations Managers in field locations have a high level of independence with regards to conducting their job. The Operations Managers are accountable to the Senior Operations Manager.
 
GENERAL POSITION SUMMARY:
The Operations Manager will oversee program support functions for the Mercy Corps program in Warrab and Northern Bahr El Ghazar states including but not limited to the offices of: Malualkon, Wunrok, Turalei including procurement, logistics, administration, human resources, compound and equipment maintenance, etc. This will include local and international procurement, travel/accommodation arrangements for staff, transportation of supplies from and to Mercy Corps offices, and general day to day management of the field offices in terms of compound and equipment maintenance and repair.
 
ESSENTIAL JOB FUNCTIONS:
 
Overall responsible for administering an effective, program support system in AOR according to Mercy Corps’ Office in a Box and in-country policies.
 
General:

Direct Supervision over Deputy Operations Manager, other logistic, HR, support staff, and performance development plans for all staff in the region.
Act as the head of office including routine, all-staff meetings, representation at local government offices.
Collate office-specific updates for routine, country updates.

 
Administration:

Facilitate and guide coordination between the field offices in AOR and Juba and other Mercy Corps field offices in Sudan.
Ensure full compliance with all relevant Mercy Corps and donor guidelines; keep up to date with changing policies and guidelines.
Oversee timely and correct reporting by relevant departments and officers to all stakeholders in compliance with the guidelines and country specific directives.
Ensures Mercy Corps Office and compound are well maintained and suitable for working and living.
Identify and ensure the provision of necessary training and guidance to procurement, logistics and administrative national staff.
Oversee database and paper file management for administration, procurement, logistics and human resources documents.
Oversee human resources functions, including contracts, timesheets, personnel files, Personnel Requests, Staff Performance Reviews, staff exits.
Coordinate with Mercy Corps managers regarding the relations with local authorities; liaise with government offices, UN agencies, NGOs, as required.
Administer and track lease and vehicle rental, service and employment contracts.
Ensure that all Mercy Corps contracts and business transactions/relationships are transparent and in compliance with Sudanese law and Mercy Corps/donor policies.

 
Logistics:

Oversee the management of the compound staff ensuring the continuous provision of support functions to the compound.
Manage and maintain vehicle fleet, office/guesthouse facilities, and equipment, including power supply.
Oversight of commodity storage and movements.
Maintain the communications equipment for the field offices.
Coordinate with the Juba office on procurement, travel and logistics support as required.
Coordinate and track transportation, visas/permits, and accommodation requirements for staff.

 
Procurement and asset management:

Ensure timely and accurate processing of procurements: the process, paperwork and a supply chain. Facilitate the purchase requests from neighboring states, as required. 
Establish Preferred Supplier Agreements in regional hubs. Liaise with finance to ensure compliance and payment schedules.
Collect and analyze quotations, and process actual purchase.
Collect and file all necessary documentation.
Track 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.
Oversee customs clearing, equipment registration, licensing and insurance, etc.
Direct responsibility to conduct procurement in area of responsibility; provide coordination and follow-up of procurement outside of area of responsibility.

 
Security Focal Point and Management:

Act as the Security focal Point for Warrab and NBGZ. Be trained and implement the security systems for Mercy Corps. Ensure the contingency plan is in place.
Ensure transport, communication systems are effectively supporting safety and security needs.
Coordinate with UNMIS/INGOs on a weekly basis on relocated staff and security updates.
Provide weekly updates on security to Sr Operations Manager.

 
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: logistics, procurement and administrative staff in the various field offices in the Warrab and NBGZ area, including drivers, guards, household staff and mechanics.
 
REPORTS DIRECTLY TO: Sr. Operations Manager
 
WORKS DIRECTLY WITH: Operations, finance and program staff, especially Ops Mgr Agok/Abyei, Juba Sr Operations manager, Juba Ops team, Program Managers and senior program staff in AOR.

KNOWLEDGE AND EXPERIENCE:

Demonstrated ability to live, work and solve problems independently and effectively in extremely remote and harsh locations.
Demonstrated ability to effectively manage multiple teams in different locations in a high pressure environment.
Knowledge of Mercy Corps systems and procedures, and particularly those for procurement, Admin, HR, Assets and fleet.
BA/BS degree in a relevant field or equivalent field experience.
Minimum of five years field experience in administrative or operational support functions, including procurement, logistics and human resources management, with a humanitarian non-governmental organization, including two years in a field emergency/relief setting.
Experience in setting up and managing administration and finance management systems.
Demonstrated understanding of complex country dynamics, related security concerns, and appropriate responses to such situations.
Excellent negotiation, representation skills and the ability to work comfortably with an ethnically diverse staff.
Demonstrated attention to detail, ability to follow procedures and meet deadlines.
Strong computer skills in Microsoft Office applications required.
Excellent verbal and written English communication skills required; knowledge of local language desirable.

 
SUCCESS FACTORS:

Flexibility and creativity in planning and problem solving.
Ability to take initiative, learn quickly and be accountable for results.
Ability to understand the larger picture while remaining focused on the details.
Awareness of and sensitivity to multi-cultural international development work.
Even temperament and a good sense of humor.
Security awareness.

 
LIVING CONDITIONS:
 
The position will be based in Malualkon, Southern Sudan, with travel by air, road and river to and from Mercy Corps Offices in Sudan.  In particular travel to offices in Northern Bahr El Ghazar (3) and Warrab (2) states.  Living conditions are very basic, with only a minimum of items available on the local market; accommodation is in shared housing, often tents. Post-holder will have access to satellite communications. Malaria and other tropical diseases are endemic.
 
Mercy Corps 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 MCs policies, procedures, and values at all times and in all in-country venues.

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