Operations & Procurement Manager

About Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

Program/Department Summary

Mercy Corps has been working in Afghanistan continuously since 1986. Presently, Mercy Corps is working in ten provinces in Afghanistan with a portfolio of programs aimed at promoting improved prosperity for Afghan citizens through agri-business, natural resources management, youth vocational skills and deployment of renewable energy. These four strategic pillars support livelihoods, increasing food security, access to financial services and strengthening private sector, civil society and government institutions. Donors include BPRM and OFDA from the US Government, UNODC, GIZ KfW, the European Delegation, Swedish International Development Cooperation Agency (SIDA) and the British Council.

The SUN program is a 24-month initiative with the goal to stabilize urban neighborhoods in Kabul by improving the socio-economic living conditions of young people and promoting social cohesion. The program’s specific objective is to increase social cohesion in Kabul through the participation of young people in decision-making and through supporting community-driven socio-economic development. The program is in alignment with the donor KfW’s commitment to increasing governance and stability in Afghanistan through increasing people’s confidence in state structures, and the German Government’s priority area of stabilization (including through strengthening the capacity of state structures and civil society) as well its focus on facilitating peaceful social development and opening up future prospects for young people in particular.

General Position Summary

The Operations and Procurement Manager (OPM) is a member of the SUN program’s leadership team and is responsible for ensuring operation functions support the implementation of this fast-moving program on time and budget and in line with achieving the program’s objectives, goals and targets. The Operations and Procurement Manager is responsible for program procurement, logistics, and overseeing the program’s contracts with service providers and construction/contracts. The OPM ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures and interfaces appropriately and timely with country operations, administration and financial management. The OPM communicates with program staff to build the capacity of the team to understand and adhere to Operations best practices. The OPM provides support and advises Sun’s Program Director and other members of the Program’s management team on operational issues and reports timely on the Operations component of the SUN program to country leadership.

Essential Job Functions

Strategy & Vision

• Contribute to the overall SUN Program strategic planning process and provide regular updates through a detailed and effective planning for each program activity.
• Has an overview of the support needs for SUN Program and develop the Operations Department accordingly.
• Be creative in looking for better effectivity of the operations and program departments according to constrains by using new systems or technology (i.e. cloud based project management tools).

Management & Coordination

• Design a robust onboarding and training program in operations area for all new SUN team members
• Ensure that the procurement officers provide timely inputs for the weekly procurement reports and review / validate the reports.
• Liaise with Program Team regularly to ensure their needs are being met in terms of purchases and contractual obligations.
• Work with Finance to ensure adherence to broader finance and risk requirements defined in donor agreements or donor policy.
• Serve as the SUN Program point of contact on contractual matters for major vendor contracts, especially construction work contracts.
• Monitor and review the approval, reconciliation, and change order/amendment processes to ensure timely movement of contract actions through the Mercy Corps workflow processes.
• Support to Program director on cash flow projections and budget revisions.
• Work with HR Director to ensure implementation of MC Human Resources policies and procedures.

Team Management

• Supervise, hire and orient new operations team members as necessary
• Develop the capacity of the operations team members and assist with continued development of a career path.
• Provide team members with information, tools and other resources to improve performance and reach objectives;
• Set clear objectives for direct reports and provide regular feedback and formal performance evaluations.

System & Compliance Management

• Identify the gaps, propose options and implementing solutions to improve the consistency, robustness and reliability of Mercy Corps procurement systems and procedures.
• Suggest improvements for departmental management system to Director of Programs.
• Develop Procurement guidelines and Standard Operating Procedures (SOPs) in compliance with the Mercy Corps standards & reviewed/approved by the DCD – OPS and Country Director
• Work with Finance and Compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps SUN Program activities.
• Ensure maintenance of On-going and Completed Purchase Request Master Lists.
• Ensure maintenance of Procurement Plans and Contract Trackers.

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: Operations support staff – Procurement Office, HR/Admin Officer, Logistics Officer

Reports Directly To: Program Director

Works Directly With: Program Team, Finance Director and Deputy Country Director – Operations

Collaborates With: All Mercy Corps logistics and operations team members as required

Minimum Qualifications

Hard Skills

• BA/BS degree in a relevant field, masters preferred
• A minimum of 5-7 field experience setting up and managing administration, procurement, logistics, and human resource systems with humanitarian NGOs with supervisory responsibilities.
• Demonstrated understanding of complex emergencies, related security concerns and appropriate responses
• Proven High-Value Tender/Procurement experience is required.
• Construction Tendering knowledge is a desirable.
• Knowledge of GFFO and KfW donor regulations is a plus.
• Excellent oral and written English skills required; local language (Dari) is a plus.

Soft Skills

• Attention to detail, following procedures, meeting deadlines and working and problem-solving independently and cooperatively.
• Ability to work on multiple tasks and prioritize effectively
• Proven ability to inspire, motivate, coach and manage a dynamic and diverse team through coaching leadership and professionalism
• Knowledge of Enterprise Resource Planning (ERP) or/and Cloud – Based Project Management software is an advantage
• Advanced ability to analyze data and information to effectively process in to strategy, implementation and policy
• Advanced Computer Knowledge (MS Office etc) and Database Management
• Strong negotiation and communication skills required
• Time Management skills required
• Strong organizational and planning skills required
• Ability to work effectively with an ethnically diverse team in a sensitive environment

Success Factors

Critical problem-solving skills while demonstrating excellent stewardship of donor funds and compliance with Mercy Corps and donor regulations. Maintaining strong 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. Operations and Procurement Manager 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 visit regularly the program’s project sites.

Living Conditions/Environmental Conditions

This position is based in Kabul, Afghanistan and is unaccompanied. The security situation is volatile and may spike into acute periods of insecurity. OPM is expected to follow all security protocols including limited movement when necessary. A certain international standard of medical care is available in Kabul, however for serious cases, evacuation is required, and staff must be able to be 24 hours away from medical care. All offices have internet connectivity and communication is reliable. Accommodation is shared housing, equipped with generators and heating, with cooks and cleaners provided by MC. This location is eligible for hardship and R&R breaks.

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps’ policies, procedures, and values at all times and in all in-country venues. It will be important for the successful candidate to show an ability to work in an austere environment where personal liberties may be restricted from time to time, based on ambiguous information. A cordial demeanor is required so as to not impose on the peace of mind of colleagues.

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct e-learning courses upon hire and on an annual basis.