Senior Operations Coordinator -Nairobi at Top Shelf Enterprises LLC

Western Downs Regional, Queensland, Australia -

Full Time

Start Date

Immediate

Expiry Date

08 Sep, 26

Salary

0.0

Posted On

10 Jun, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Supply Chain Management, Procurement, Logistics Coordination, Fleet Management, Asset Management, Budgeting, Vendor Management, Risk Mitigation, Security Procedures, Facility Management, Team Leadership, Negotiation, Compliance, Microsoft Excel, Problem Solving, Analytical Skills

Industry

Strategic Management Services

Description

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. THE PROGRAM / DEPARTMENT / TEAM 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. THE POSITION THE SENIOR OPERATIONS COORDINATOR IS KEY PERSON WITHIN THE OPERATIONS TEAM, WHO COORDINATES EFFECTIVE PROGRAM SUPPORT. THEY SHARE THE OVERALL RESPONSIBILITY FOR THE COORDINATION OF MERCY CORPS KENYA ADMINISTRATIVE, LOGISTICS, ICT, PROCUREMENT AND SECURITY FUNCTIONS UNDER THE DIRECT SUPERVISION OF THE COUNTRY DIRECTOR. ESSENTIAL RESPONSIBILITIES PLANNING * SUPPORT PROGRAM PLANNING AND PROACTIVELY IDENTIFY FORTHCOMING OPERATIONAL AND LOGISTICAL RESOURCE NEEDS. * ENHANCE OPERATIONAL SYSTEMS BY COLLABORATING WITH PROGRAM TEAMS TO ENSURE SEAMLESS ROLLOUT, UNDERSTANDING, AND CONSISTENT USE OF ESTABLISHED PROCESSES. * COORDINATE FACILITIES AND OFFICE ADMINISTRATION, IT, ASSET MANAGEMENT, FLEET OPERATIONS, WAREHOUSING, AND PROCUREMENT FUNCTIONS. * WORK CLOSELY WITH PROGRAM AND FINANCE STAFF TO ENSURE COMPLIANCE WITH MERCY CORPS POLICIES, GOVERNMENT LAWS AND DONOR REGULATIONS. * COORDINATE PROGRAM TEAMS AND OTHER DEPARTMENTS TO CLEARLY UNDERSTAND THEIR ROLES IN RELATION TO OPERATIONS BY FACILITATING TRAINING, REGULAR COORDINATION MEETINGS, PROCUREMENT PLANNING, AND PROBLEM-SOLVING INITIATIVES THAT CONTRIBUTE TO TIMELY AND EFFECTIVE PROGRAM IMPLEMENTATION. * PARTNER CLOSELY WITH FINANCE AND COMPLIANCE TEAMS TO IDENTIFY AND MITIGATE RISKS RELATED TO FRAUD, CONFLICTS OF INTEREST, AND POTENTIAL LEGAL ISSUES ARISING FROM MERCY CORPS’ ACTIVITIES. * SUPPORT IN DEVELOPING OPERATIONAL BUDGETS FOR COUNTRY PROGRAMS, CONTRIBUTING TO BOTH PROPOSAL DEVELOPMENT AND BROADER FINANCIAL PLANNING. * REPRESENT THE OPERATIONS FUNCTION, ENGAGING IN RELEVANT EXTERNAL COORDINATION FORUMS SUCH AS LOGISTICS CLUSTERS, NGO WORKING GROUPS, AND SECURITY PLATFORMS ETC SUPPLY CHAIN * COORDINATE LOGISTICS TENDERS, INCLUDING VENDOR MANAGEMENT AND POST-AWARD PERFORMANCE MONITORING. * GUIDE OPERATIONS TEAMS ON SUPPLY CHAIN PROCESSES AND RESPONSIBILITIES. * SUPPORT FORECAST MONTHLY LOGISTICS COSTS FOR FIELD OFFICES TO SUPPORT BUDGETING. * ASSIST IN OVERSIGHT AND QUALITY CONTROL IN PROCURING DURABLE EQUIPMENT, WITH OPERATIONS OFFICERS. * PROVIDE SUPPORT FOR WAREHOUSE MANAGEMENT AND PROGRAM STOCK TRACKING. * FLAG SUPPLY CHAIN BOTTLENECKS FOR RESOLUTION. TRANSPORT AND LOGISTICS * COORDINATE FLEET REQUIREMENTS, EFFECTIVE PLANNING, POOLING, ACQUISITION, INSURANCE, AND DISPOSAL. * OVERSEE FLEET DOCUMENTATION (LOGBOOKS, CONTRACTS, INSURANCE) WHILE ENSURING PROPER MAINTENANCE OF MERCY CORPS VEHICLES AND MONITORING THE CONDITION OF HIRED VEHICLES. * COORDINATE SUPPLY PROCESSES FOR VEHICLE-RELATED CONSUMABLES AND ACCESSORIES, INCLUDING FUEL, SPARE PARTS, TOOLKITS, AND FIRST AID KITS. * REGULARLY REVIEW CUSTOMS PROCEDURES AND DOCUMENTATION, IDENTIFY RELIABLE FREIGHT FORWARDERS, AND TRACK BOTH DOMESTIC AND INTERNATIONAL SHIPMENTS. * PROVIDE LOGISTICS SUPPORT TO PROGRAM TEAMS WHILE MAINTAINING STRONG SERVICE STANDARDS. ADMINISTRATION & FACILITIES * COORDINATE MERCY CORPS’ FACILITIES’ NEEDS (OFFICES, RESIDENCES, AND WAREHOUSES), INCLUDING LEASES, CONTRACTS, AND ADMINISTRATIVE POLICIES, ENSURING THEY MEET STAFF AND PROGRAM NEEDS. * SUPERVISE CONSTRUCTION, REHABILITATION, AND MAINTENANCE OF ALL FACILITIES TO ENSURE THEY REMAIN SAFE, FUNCTIONAL, AND COMPLIANT WITH ORGANIZATIONAL STANDARDS. * HELP ENSURE ICT SYSTEMS ARE FUNCTIONAL * MONITOR ENERGY USAGE AND BACKUP SYSTEMS AT FACILITIES. ASSETS * OVERSEE MAINTENANCE OF ACCURATE RECORDS OF ASSETS AND EQUIPMENT IN LINE WITH POLICY. * COORDINATE TRACKING OF EQUIPMENT AND INVENTORY NEEDS AND DISPOSAL PROCESSES. * ENSURE ALL EQUIPMENT AND INVENTORY ARE PROPERLY MAINTAINED AND MEET MERCY CORPS’ SAFETY AND SECURITY STANDARDS. * SUPPORT STAFF IN PROPER USE OF ORGANIZATIONAL ASSETS. * CONTRIBUTE TO THE DEVELOPMENT AND IMPLEMENTATION OF ASSET MANAGEMENT POLICIES AND PROCEDURES. SECURITY AND SAFETY * SUPPORT IMPLEMENTATION OF COUNTRY SECURITY PROCEDURES * HELP COLLECT AND SHARE SAFETY INFORMATION WITH TEAMS. * ASSIST IN DELIVERING SECURITY BRIEFINGS TO STAFF AND MANAGEMENT. * TRACK AND DOCUMENT SAFETY INCIDENTS FOR REPORTING. * ENSURE OFFICES COMPLY WITH OSH REQUIREMENTS TEAM COORDINATION * SUPPORT IN STRENGTHENING SKILLS, CLARIFYING ROLES, AND CAREER DEVELOPMENT IN THE OPERATIONS TEAM. * PROVIDE SUPPORT IN OPERATIONS TEAM ACTIVITIES, ENSURING ADHERENCE TO SEGREGATION OF DUTIES. * SET CLEAR EXPECTATIONS AND PROVIDE REGULAR FEEDBACK THROUGH ONE-ON-ONE ENGAGEMENT AND PERFORMANCE REVIEWS. * ASSIST IN RECRUITMENT, ONBOARDING, AND SUPERVISION OF TEAM MEMBERS AS NEEDED. SAFEGUARDING RESPONSIBILITIES * 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. SUPERVISORY RESPONSIBILITY ADMINISTRATION COORDINATOR, OPERATIONS OFFICER, ICT OFFICER, PROCUREMENT OFFICERS. ACCOUNTABILITY REPORTS DIRECTLY TO: COUNTRY DIRECTOR WORKS DIRECTLY WITH: COUNTRY PROGRAMME, FINANCE AND OPERATIONS TEAMS 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 QUALIFICATION & TRANSFERABLE SKILLS * BA/SUPPLY CHAIN OR PROCUREMENT, FINANCE, BUSINESS ADMINISTRATION OR EQUIVALENT IN RELEVANT FIELD * AT LEAST 6 YEARS’ EXPERIENCE WITH AT LEAST THREE YEARS MANAGEMENT EXPERIENCE IN AN INGO SECTOR, INCLUDING EXPERIENCE IN OPERATIONAL SUPPORT. * PROVEN SUPERVISORY ABILITY AND/OR TECHNICAL SKILLS COMBINED WITH LEADERSHIP. * EXPERIENCE IN MANAGING LOGISTICS, PROCUREMENT AND ADMINISTRATIVE PROCESSES. * EXCELLENT NEGOTIATION AND REPRESENTATION SKILLS, ABILITY TO WORK COMFORTABLY WITH AN ETHNICALLY DIVERSE STAFF IN A VERY SENSITIVE ENVIRONMENT. * SKILLS IN MANAGING, ORGANIZING, PLANNING, AND IMPLEMENTING ASSIGNED TASKS UNDER PRESSURE WITH FREQUENT AND TIGHT SCHEDULES. * STRONG ABILITY TO APPLY GOOD JUDGEMENT AND DECISION-MAKING SKILLS IN DIFFICULT AND COMPLEX WORKING ENVIRONMENTS. * DEMONSTRATED ANALYTICAL AND PROBLEM-SOLVING SKILLS IN HANDLING MANAGEMENT AND COORDINATION ISSUES INDEPENDENTLY. * PROFICIENCY IN MICROSOFT OFFICE APPLICATIONS, ESPECIALLY MS EXCEL AND WORD. * DEMONSTRATED ATTENTION TO DETAIL, ABILITY TO FOLLOW PROCEDURES, MEET DEADLINES AND WORK INDEPENDENTLY AND COOPERATIVELY WITH TEAM MEMBERS. * A DEMONSTRATED ABILITY TO MULTI-TASK AND PROCESS INFORMATION INTO ACTION SO AS TO NOT DELAY PROGRAM ACTIVITIES. * EXCELLENT ORAL AND WRITTEN ENGLISH SKILLS REQUIRED * A CLEAR UNDERSTANDING OF PROCUREMENT ETHICS AND DONOR COMPLIANCE IS ESSENTIAL SUCCESS FACTORS THE SUCCESSFUL SENIOR OPERATIONS COORDINATOR WILL BE A PROACTIVE SELF-STARTER WITH STRONG MULTITASKING ABILITIES AND THE CAPACITY TO ENGAGE EFFECTIVELY AND RESPECTFULLY WITH STAKEHOLDERS. THEY WILL HAVE DEMONSTRATED EXPERIENCE IN COORDINATING OPERATIONS, ALONGSIDE ABILITY TO SUPPORT TEAM COMMITMENT TOWARD ACHIEVING PROGRAM OBJECTIVES. THE ROLE REQUIRES A COLLABORATIVE TEAM PLAYER WITH A POSITIVE, SOLUTION-DRIVEN APPROACH TO PROBLEM-SOLVING AND CONFLICT RESOLUTION, AND A STRONG EMPHASIS ON TASK MANAGEMENT. THE SENIOR OPERATIONS COORDINATOR SHOULD BE ABLE TO APPLY INNOVATIVE SOLUTIONS TO ENHANCE PROGRAM QUALITY, COORDINATE MULTIPLE COMPETING PRIORITIES UNDER TIGHT DEADLINES, AND HANDLE UNEXPECTED OPERATIONAL CHALLENGES WITH COMPOSURE AND DIPLOMACY. LIVING CONDITIONS / ENVIRONMENTAL CONDITIONS THE POSITION IS BASED IN NAIROBI AND IT REQUIRES UP TO 30% TRAVEL TO SUPPORT FIELD PROGRAMS, WHICH MAY INCLUDE TRAVEL TO INSECURE LOCATIONS WHERE FREEDOM OF MOVEMENT IS LIMITED AND AREAS WHERE AMENITIES ARE LIMITED. HOUSING FOR THIS ROLE IS IN INDIVIDUAL HOUSING AND STAFF WILL HAVE ACCESS TO GOOD MEDICAL SERVICES AND THE LIVING SITUATION IS OF A HIGH STANDARD. ONGOING LEARNING IN SUPPORT OF OUR BELIEF THAT LEARNING ORGANIZATIONS ARE MORE EFFECTIVE, EFFICIENT AND RELEVANT TO THE COMMUNITIES WE SERVE, WE EMPOWER ALL TEAM MEMBERS TO DEDICATE 5% OF THEIR TIME TO LEARNING ACTIVITIES THAT FURTHER THEIR PERSONAL AND/OR PROFESSIONAL GROWTH AND DEVELOPMENT TEAM ENGAGEMENT AND EFFECTIVENESS ACHIEVING OUR MISSION STARTS WITH HOW WE BUILD OUR TEAM AND COLLABORATE. BY BRINGING TOGETHER INDIVIDUALS WITH A VARIETY OF EXPERIENCES, BACKGROUNDS, AND PERSPECTIVES, WE STRENGTHEN OUR ABILITY TO SOLVE COMPLEX CHALLENGES AND DRIVE INNOVATION. WE FOSTER A CULTURE OF TRUST AND RESPECT, WHERE EVERY TEAM MEMBER IS VALUED FOR THEIR CONTRIBUTIONS, EMPOWERED TO REACH THEIR FULL POTENTIAL, AND MOTIVATED TO DO THEIR BEST WORK. WE RECOGNIZE THAT BUILDING A STRONG AND EFFECTIVE TEAM IS AN ONGOING PROCESS, AND WE REMAIN COMMITTED TO LEARNING, IMPROVING, AND GROWING TOGETHER. EQUAL EMPLOYMENT OPPORTUNITY MERCY CORPS IS AN EQUAL OPPORTUNITY EMPLOYER COMMITTED TO PROVIDING EQUAL EMPLOYMENT OPPORTUNITIES TO ALL EMPLOYEES AND QUALIFIED APPLICANTS FOR EMPLOYMENT WITHOUT REGARD TO RACE, COLOR, SEX, SEXUAL ORIENTATION, RELIGION OR BELIEF, NATIONAL ORIGIN, AGE, DISABILITY, MARITAL STATUS, VETERAN STATUS, OR ANY OTHER CHARACTERISTICS PROTECTED UNDER APPLICABLE LAW. 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 AND HAVE SIGNED ON TO THE INTERAGENCY MISCONDUCT DISCLOSURE SCHEME [https://www.schr.info/the-misconduct-disclosure-scheme]. 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 [https://www.mercycorps.org/who-we-are/ethics-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. AS AN APPLICANT, IF YOU WITNESS OR EXPERIENCE ANY FORM OF SEXUAL MISCONDUCT DURING THE RECRUITMENT PROCESS, PLEASE REPORT THIS TO MERCY CORPS INTEGRITY HOTLINE (INTEGRITYHOTLINE@MERCYCORPS.ORG).

Responsibilities

Coordinates administrative, logistics, ICT, procurement, and security functions to provide effective program support for Mercy Corps Kenya. Manages supply chain processes, fleet operations, facility maintenance, and ensures compliance with donor and organizational policies.