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The Program / Department Summary
Mercy Corps has been working in Afghanistan since 1986. Following the re-establishment of the Islamic Emirate of Afghanistan government in August 2021, Mercy Corps Afghanistan (MCA) formally restarted its activities at the start of January 2022, with offices in Kabul, Herat, and Kandahar.
With Afghanistan facing a complex humanitarian crisis, MCA is committed to rebuilding its country program to deliver impact for all Afghans, working with them toward a more peaceful and resilient Afghanistan. Current programs areas are in water and sanitation, health,, livelihoods, vocational training, and shelter.
The Position Summary
The Director of Operations is a critical member of the country's senior management team (SMT) with supervisory and managerial responsibility. Reporting to the Country Director, the Director of Operations will be primarily responsible for enabling excellence and building strong, compliant operations systems and functions, including for logistics, procurement, asset management, fleet management, ICT, administration, warehousing and general operations in office locations and field activity.
It will be required to strengthen the operational performance of the organization by developing the capacity of staff and establishing the effective and appropriate systems and processes for efficient and responsive operational support to the program. S/he will also ensure that managerial processes, resources, compliance and the necessary infrastructure are all in place. In addition to ensuring high performing operations functions during a period of regrowth, the Director of Operations will manage ongoing efforts to address and resolve any legacy issues arising from the period of program suspension and earlier.
Essential Job Responsibilities
STRATEGY AND VISION
Lead the development and implementation of robust, compliant operations systems for MCA.
Support and contribute to the implementation of MCAโs growth action plan.
Provide support to the Country Director on matters pertaining to the planning, budgeting, and performance of support functions, including logistics and procurement.
Set direction of program support departments by prioritizing and organizing actions and resources to achieve objectives and contribute to countrywide program development.
SAFETY, SECURITY AND RISK MANAGEMENT
Work closely with the Safety and Security Manager and the Senior Management Team to ensure all facilities and operations meet minimum safety and security requirements.
Ensure drivers and logistics staff implement movement security operating standards.
Assist in the development of the country Security Management Plan and risk mitigation plans and practices.
Cooperate with the MC compliance and ethics teams to identify vulnerabilities, implement mitigation meassures and conduct investigations.
INFLUENCE AND REPRESENTATION
Represent Mercy Corps operations work in relevant external and coordination forums i-e, Logistics Cluster etc.
Identify, build and maintain an effective network of like-minded partners to improve the operation environment.
Interface with relevant government authorities responsible for international NGOs, working with the Country Director and Government Liaison Manager, as well as provincial operations and liaison staff.
OPERATIONAL EXCELLENCE
Lead the development of operations systems and procedures for MCA. Ensure that these policies are effective and efficient.
Work closely with Global Procurement and Logistics (GPL) HQ department to ensure alignment to agency rules, procedures, systems and regulations.
Ensure integration of program support systems and processes in all MCA offices.
Ensure all offices have capacity (human and technical) to support smooth program operations.
Ensure internal and donor procedures, policies and guidelines are followed.
Ensure unified and cost-effective fleet management, including tracking of maintenance, fuel usage and vehicle scheduling.
Ensure robust, best-practice asset management across the country program.
Establish and maintain pipeline of supplies, overseeing the logistical aspects of the operations; oversee NFIs, commodity storage and movement as needed.
Oversee set-up and development of Mercy Corps offices including drafting and reviewing contracts for office and housing space, leasehold improvements, IT.
Ensure that country and field office specific policies are up to date and communicate them to teams. Develop new policies and guidelines as needed.
Oversee database and file management for administration, procurement, and logistics documents.
Oversee facility management, including housing and office leases; ensure that high security standards are maintained at all premises.
Ensure that Mercy Corps contracts and business transactions/relationships are transparent and in compliance with local law and Mercy Corps/donor policies.
Work closely with program management to facilitate planning and upcoming procurement and logistics resources needs.
Support the CD to review the operational effectiveness and take necessary corrective measures to create or upgrade policies, systems, and capacities in support of anticipated portfolio growth.
TEAM MANAGEMENT AND CAPACITY BUILDING
Train and coach the operations and other team members.
Build a cohesive team spirit and culture among the team and effectively delegate functions and responsibilities to them while ensuring performance.
Lead and develop program support teams in the main office and all field offices.
Create and sustain a work environment of mutual respect where team members strive to achieve excellence.
Promote accountability, communicate expectations, and provide constructive feedback via regular performance reviews.
Provide team members with information, tools, and other resources to improve performance and reach career and performance objectives.
Contribute to country team-building efforts, help team members identify problem-solving options and ensure the integration of all team members into relevant decision-making processes.
Take ultimate responsibility for performance and capacity building of the operations support function.
Serve as a cooperative member of the senior management team.
FINANCE AND COMPLIANCE MANAGEMENT
Ensure compliance with donor and Mercy Corps policies and regulations.
Input to project and country program budgets, ensuring adequate coverage for operations functions and services.
Draft and review scope of work to hire and manage any technical consultants, including review for technical efficacy and contract budget.
Work closely with finance and compliance to mitigate fraud, conflict of interest, and legal ramifications of MC procurement activities.
Address any audit findings related to operational efficiency and compliance.
Work with finance and HQ departments one internal and external audits.
Supervisory Responsibility
Directly Supervising: Kabul operations team, Operations Technical Advisor; Field Coordinator, ICT Manager
Indirectly Supervising: Other operations team members in the field offices