Operations Manager - Edinburgh, UK

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 Position

The Operations Manager role is responsible for the Operations and data protection functions at Mercy Corps Europe (MCinE). This role leads a team responsible for the operational and facility management functions across the European offices. The Operations team aims to provide professional support and care that allows our team members to focus on their core activities by providing optimum workplace effectiveness. The data protection team reviews, develops and implements a compliance programme which meets the UK European General Data Protection Regulation and EU GDPR as appropriate and which is in line with Mercy Corps’ globally applicable data protection policy framework.

Reporting to the Senior Director of Compliance; Governance & Risk, and with close collaboration with the US-based Administration + Facilities Director and Data Protection and Privacy Advisor, this role works closely with a variety of other units and departments, in particular the IT, Finance and People teams. The role has supervisory responsibilities for Operations and Data Protection team members located in various locations across Europe.

Essential Responsibilities

OPERATIONS MANAGEMENT

• Manage a small, dedicated team responsible for professional management of all MCinE operations functions, inclusive of facilities in the UK (Edinburgh, London), The Hague and Brussels.
• Develop and implement operational policies and procedures that align with the organisation’s mission and objectives and ensure streamlining of operations support across all locations.
• Develop and manage onsite space use strategy to ensure effective workspace for onsite team and visitors. Includes coordination of office moves and office workspaces as necessary.
  • As may be requested, conduct reviews of the efficacy of MCinE office space to ensure office locations are fit for purpose; consider value for money and make appropriate recommendations to relevant senior leaders.
    • Oversight of processes for offsite documents storage and archiving management.[KL1]

      LEASE AND LANDLORD MANAGEMENT

      • Liaison and management of relationship and contracts with landlords and serviced office providers to ensure all buildings services are provided in accordance with the lease/relevant agreement.
      • Ensure that all the facility systems and equipment operate properly. Initiate interventions to solve problems in the facilities. Create monitoring systems to detect problems as early as possible. Maintain accurate records of the condition of facilities systems and equipment.
      • Coordinate maintenance, repairs and improvements across all sites and provide guidance to on-site Operations team members (and be the on-site representative in Edinburgh as needed)
      • Recommend, monitor and maintain utilities and conservation efforts. Lead on operational aspects of office greening initiatives, including collaboration with the environmental sustainability team and provision of relevant operations data as may be requested.

        HEALTH & SAFETY

        • Act as the the Health and Safety Officer for MCinE and provide guidance to the operations team to ensure the safety of all office locations from fire, theft, and other hazards by initiating a regular protocol on safety measures in the office.
        • Ensure there is and maintain a comprehensive, site-specific safety, security, and emergency-preparedness plans for each site. Implement safety plan and procedures, including periodic evacuation and preparedness drills.
        • Maintain and review relevant health and safety policies and procedures, in line with applicable regulations and best practice.
        • Ensure all security systems are in working order and used properly by all Mercy Corps team.
        • Prepare pertinent records and reports for the safety of the Mercy Corps team and ensure that all team members are trained in office safety and security.
        • Coordinate with landlords or serviced office providers to ensure visibility of relevant risk assessments and discuss areas for improvement.

          DATA PROTECTION

          • Line manage the Data Protection & Operations Coordinator, providing guidance, support, and performance management to ensure the effective delivery of the organisation’s data protection programme, including maintenance of the organisation’s Record of Processing Activities (RoPA), maintaining the Data Protection mailbox and dealing with queries.
          • In collaboration with the Data Protection & Operations Coordinator, oversee team member training and awareness on matters related to data protection.
          • Support the timely and appropriate handling of data subject rights requests, including Subject Access Requests (SARs), ensuring compliance with statutory deadlines.
          • Support data protection related contract reviews