Operations Manager

The Operations Manager is a member of the country’s senior management team and is responsible for enabling excellence in all operations functions in Pakistan including Procurement, Logistics, Assets, Fleet, Warehousing, and Administration including IT. S/he ensures effective systems that support a strategy for healthy, robust and integrated functions of local team members. S/he ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures, updates local manuals and policies, and builds the capacity of local operations team members who are based in Pakistan. S/he provides support and advises the Country Director, Director of Programs, Finance Manager and other team members on operational issues. The Operations Manager will be based in Islamabad and will coordinate and oversee the operations functions in Islamabad and other offices

Essential Job Responsibilities

Strategy & Vision

• Establish a vision, strategy and ethos for the Operations team to achieve excellence in supporting Mercy Corps’ mission in Pakistan
• Provide program support, coordination, supervision and monitoring designed to meet program objectives.
• Contribute to the country strategic planning process and provide regular updates. 

Team Management

• Develop the capacity of the team, deepen understanding of their roles and assist with career development.
• Assist team members with information, tools and resources to improve performance & reach objectives.
• Promote accountability, communicate expectations and provide constructive feedback informally and formally via regular one on ones and performance reviews.
• Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
• Hire, orient and lead team members as necessary.
• Work with all Mercy Corps staff to ensure smooth introduction and adoption of operational systems.
• Be responsible for full and proper implementation of Mercy Corps systems of management, compliance and control as described in Mercy Corps field manuals contained in the Office in a Box.
• Work with finance compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities.
• Oversee interaction and participation in the UN Cluster System/PAK Humanitarian Group.

operations management - logistics

• Working with the Logistics Coordinator and the procurement team, ensure timely, accurate processing and documentation of procurements and use of Mercy Corps’ FP3; Chair tender openings as required.
• Ensure warehouse procedures are followed as described in the Warehouse Policy and Procedures Guidelines.
• Supervise the fleet management team and ensure systems to track maintenance, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines. 
• Establish and maintain pipeline of supplies, overseeing the logistical aspects of the operation; oversee NFI, commodity storage and movements as needed.
• Liaise with finance to ensure compliance and payment schedules; maintain service contracts. 
• Coordinate logistical (non-program) aspects of material aid projects and associated shipments; manage importation and customs clearance elements. Oversee equipment registration, licensing and insurance, etc.
• Maintain inventory records of materials and materials flow; oversee tracking of all assets.

Operations Management - administration

• Ensure Administration systems are implemented as described in the Field Administration Manual.
• Oversee set-up and development of Mercy Corps offices including drafting and reviewing contracts for office and housing space, leasehold improvements, and IT.
• Develop and periodically review country or field office specific policies (phone policy, IT policy, per diem) and communicate them to teams.
• Oversee database and file management for administration, procurement, and logistics resources documents.
• Oversee facility management, including housing and office leases; ensure that security standards are maintained at all premises.
• Be responsible for any necessary expatriate visa and work permits.
• Supervise IT System Administrator to ensure functional IT systems.
• Ensure that Mercy Corps contracts and business transactions/relationships are transparent and in compliance with Pakistan law and Mercy Corps/donor policies.

Influence & Representation

• Interface with stakeholders responsible for coordinating visas, NOCs all supply shipments via the appropriate approval processes.
• Communicate with local partners, as well as sub-grantees, to verify their systems and that they understand and follow all appropriate procedures and archiving.
• Maintain productive relationships with all stakeholders, vendors, suppliers, etc.
• Consistently demonstrate flexibility, resilience and ability to maintain positive relationships and composure, even under difficult circumstances.
• Maintain high ethical standards and treat people with respect and dignity.
• Demonstrate an awareness of his/her own strengths and development needs.

Supervisory Responsibility

All (Country) Operations (Procurement, Logistics, Administration & IT) staff. Logistics Coordinator, Procurement Offices, Sr. Admin Officer, IT Coordinator. The field Ops coordinators/officers have a dotted reporting line with the Operations Manager

Accountability

Reports Directly To: Country Director

Works Directly With: Director of Programs, Sr. Program Manager, Sr. Finance Manager, Other Managers and Security Staff

Collaborates With: All MC logistics and operations team as required

Knowledge and Experience

• MA/MS in a relevant field, MBA preferred.
• A minimum of 7 years field experience setting up and managing administration, procurement, logistics, and IT with humanitarian NGOs with supervisory responsibilities.
• Demonstrated experience of working in a similar senior management position
• Experience of government liaison will be a plus
• Proven understanding of complex emergencies, related security concerns and appropriate responses with experience in main cities and in insecure environments.  
• Demonstrated attention to detail, following procedures, meeting deadlines and working and problem solving independently and cooperatively.
• Knowledge of procurement systems and procedures desireable; knowledge of USAID, Global Fund, EC, DFID, ECHO regulations helpful.
• Internationally recognized qualification in project or program management or a commitment to obtain the qualification in the early months of work.
• Knowledge of Sphere standards and other training in humanitarian response preferred.
• Excellent negotiation and representation skills.
• Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.
• Excellent oral and written English skills required; proficiency in Urdu and other local languages.
• Ability to work effectively with an ethnically diverse team in a sensitive environment.

Note: Only shortlisted candidates will be called for an interview. The organization reserves the right to accept or reject any or all CV(s) without assigning any reason

We are an equal opportunity employer and Females are strongly encouraged to apply