Program / Department Summary

Mercy Corps has been present in Kenya since 2008 and has to date built a robust and diverse portfolio of programs working to enable Kenyans affected by poverty, resource scarcity and conflict – in particular the youth, women, adolescents and marginalized communities – to be healthy, productive and to drive peace and development of their communities. To do this, we deliver integrated programming to strengthen resilience, market and governance systems, and address the root causes of conflict. Mercy Corps Kenya also collaborates with neighboring countries to implement a number of multi-country and cross-border programs.

The Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the operations functions. The overriding objective for the Operations Department is the prompt and effective provision of support services to Mercy Corps beneficiary populations in compliance with both Mercy Corps and Donor policies, procedures, regulations and specifications.

General Position Summary

The Operations Assistant is responsible for facilitating programs operational support for Mercy Corps Kenya (MCK), Lokichar Field Sub-office. Working closely with Program teams and Field Office Operations team, the Operations Assistant is instrumental in supporting program activities through their services in matters procurement, logistics, and general field office administration.

Essential Job Responsibilities

PROCUREMENT

• Daily handling of MC procurement activities at field sub-office level in close consultation with the Senior Operations Officer.
• Collect quotations and bids from the field market for PRs as per Mercy Corps standards and formats.
• Directly interact with field vendors during solicitation of quotations – explain MC procurement standard forms/procedures and ensure that vendors are compliant with the same.
• Prepare the required documentation of procurement transactions and ensure compliance with MC standards.
• Maintain thorough procurement files as outlined in the Field Procurement Policies and Procedures.
• Facilitate timely processing of due payments to vendors in collaboration with originators and finance department.
• Maintain an updated data base of field market prices of commonly procurement goods and services

SAFEGUARDING

• Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work
• Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members
• Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options

LOGISTICS

• General management of agency vehicles in close consultation with Senior Operations Operations Officer and Logistics Assistant.
• Ensure that all field vehicles are safe and road worthy.
• Collecting and distributing of vehicle log-sheets to drivers; responsible for monthly compilation and submission of log-sheets to the Operations Officer
• Schedule vehicles use and movement plans to meet programmatic and operational needs.
• Oversee fuel purchase and closely track consumption in coordination with gas station(s)
• Organize regular service schedules for vehicles and ensure repairs are done in a timely manner.
• Responsible for ensuring fleet safety measures are fully implemented and adhered to in accordance with MC fleet management policy/SOPs.
• Ensure that security incident reports are completed and filed (if related to vehicles).
• Responsible for Warehouse/Stores management and reporting.
• Facilitate proper asset management; maintain proper and updated asset register in close collaboration with the Operations Officer.

 ADMINISTRATION

• Responsible for sub-office premises general facility management including security and hygiene upkeep and maintenance.
• Facilitate procurement of general office supplies for running the sub-office office.
• Assist with scanning, copying, printing and uploading of financial documents on relevant folders.
• Assist Finance Officer with field cash reimbursements if any.
• Ensure all finance documents are properly labelled, filed and stored in a clear and easily accessible manner following Field Finance Manual
• Coordinate general office management tasks at sub-office level.

Supervisory Responsibility

Drivers, Cleaners, Guards

Accountability

Reports Directly To: Senior Operations Officer for Turkana with dotted line to the Sub Field Office Program Manager.

Works Directly With: The Sub-office Program team and Field Office Operations team

Knowledge and Experience

• At least 2 years of experience in logistics and/or supply chain management.
• Must demonstrate understanding of logistics procurement and administration ethics and good management skills with diverse team with large flow of information and activities.
• Must be able to work independently and prioritize, show initiative experience in an NGO setting.
• Good report writing skills and ability to make recommendations for improvements; strong computer (MS Office) skills, filling and organizational skills.
• Willingness to travel throughout field office when required.
• Possession of a valid driving licence is an added advantage