Finance and Operations Officer 91 views5 applications

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.

Mercy Corps has been operating in Ethiopia since 2004, working in rural, peri-urban and urban areas in five regional states – Somali, Oromia, Afar, Southern Nations Nationalities and Peoples, Amahara – and the capital city of Addis Ababa. We engage in both development and humanitarian work, and seek to integrate approaches, programs and geographies as much as possible.  Our partners include government, academic institutions, development and private sector actors, civil societies and participating public. Mercy Corps Ethiopia invites motivated and qualified candidates to apply for the following vacant position.

Position Title:  Finance and Operations Officer  

Primary Location:  Degehabour  

Open Position: 1

General Position Summary

Working within the emergencies team in the Area Office or site offices, under the direction of the Area Manager/Emergencies Manager, the Emergencies Finance and Operation Officer will be responsible on the day to day routine tasks of finance, Procurement of goods and services,  the  Fleets management , the warehouse/store management and facilities management. The post holder should be forward looking, self-driven, operating under minimum supervision, and critical thinker in delivering the expected results.

Essential Job Responsibilities

Procurement of Goods and Services

• Daily coordination of emergency procurement activities;
• Has a full understanding of MC procurement policies and donor regulations.
• Files all emergency procurement activities. (photocopy of all transaction documents
• Remain informed about sources of supply, methods, services and materials.
• Interact with Vendors and represent mercy corps in a professional manner.
• Always accord prompt and courteous reception and fair and equal treatment to all
• Vendors/suppliers and their representatives.
• Ensure that the necessary documents are attached for payments.
• Ensures timely and safe delivery of items/ goods to the warehouse with proper documentation and coordinate with the storage and transfer of items to field sites.
• Identify potential, credible and competent vendors in the implementation area and maintain contacts with suppliers and conduct price comparison in order to get the best price and quality material for the emergency procurement with the petty cash limit.

 

Fleet Management

• Ensure that all rented and Mercy Corps vehicles are safe and road-worthy.
• Ensure that all rented and Mercy Corps vehicles have log sheet and insurance certificate.
• Continuous tracking of vehicle log-sheets; responsible for monthly compilation and submission of reports to Supervisor.
• Schedule vehicle use to meet programmatic and operational needs in cooperation with Support and emergency program team.
• Transport agency goods, emergency and staff who are entitled to use Mercy corps vehicles.
• Oversee and ensure proper use of Mercy Corps and rented vehicles for the emergency program.
• Oversee fuel consumption, purchase and tracking in coordination with gas station(s)
• Organize cleaning of vehicles.
• Ensure major repairs are done in a timely manner for mercy corps and rented vehicles.
• Manage drivers’ leave schedules and ensuring smooth operation of the fleet.
• Participate in disciplinary measures of drivers assigned for the emergency tasks.
• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, are in place and keep Mercy Corps vehicle Equipment, tools, spares safely.
• Ensure that security incident reports are completed and filed.
• Ensure that accident reports are completed, accidents are reported timely and filed.
• Collecting and distributing of vehicle log-sheets to drivers and ensure that vehicle log sheet is maintained for rented and Mercy Corps vehicles;
• Report the status of the fleet and location of vehicles when requested.
• Receive vehicle service requests from drivers and follow up of the maintenance process.

Facility Management

• Bring any repair and maintenance requirements to the attention of the Supervisor;
• Act as the focal point for work orders for property improvements, needed repairs and maintenance. Facilitate the service procurement and payment process.
• Tour the MC or rented premises and ensure facilities in all properties are in working order including electricity, water, roofing etc.
• Coordinate with program and Support staff on following any needed repairs, purchases, etc.
• Handling inventories during move in and move out.
• Focal person for collection of all mail from the post office and delivery.
• Assisting the office by delivering and collecting correspondence from various government and international organizations.
• Supervise Guards and Cleaners

 Warehouse/Store management:

• Understanding and follow the Mercy Corps warehouse management policy and Procedure.
• Ensure the timely delivery of commodities to respective Programs in coordination with emergency program staff.
• Receive and inspects commodities upon delivery and as per the description on the waybill or dispatch note and rejects inadequate, broken, lower quality and other items not meeting the requirements of the order; and maintain a record for each item.
• Dispatch/Issue food and non-food commodities and other relief materials from the warehouse based on the appropriate procedure and as per the dispatch plan; and arrange transportation to the distribution center in coordination with MC support and emergency team and update the record..
• Prepare reports on a weekly base; perform regular physical inventories of commodities in the warehouse.
• Ensure the smooth operation of the warehouse in coordination with the emergency team;
• Interacts with transporters in the receiving and inspection of goods and liaise with program and support team to ensure smooth dispatch of commodities.
• Prepare reports of stocks, end of grant stocks, and other physical counts, as instructed by supervisor.
• Maintain manual and electronic copies of  inventory list; and update records daily;
• Generate the commodities movement way bills/dispatch notes and gate passes.
• Assist programs in the daily activities when necessary;
• Collect the beneficiary distribution lists; review if all the necessary information is included; reconcile with the records and handover to the concerned staff.

Financial Management

• Takes operational advance from Addis Ababa office in a weekly/Bi-weekly basis
• Effects the loading and unloading payments to the daily laborers using the proper formats, buys small stationary items with value less than USD 100 as required, effects other small payments such as utility, vehicle tire maintenance etc.
• Settles the operational advance in Addis Ababa main office using the proper settlement formats by submitting the legal receipts for all the expenses
• Follow MC finance policies and procedures in effecting the payment
• Use the standard MC formats in compiling payments.

Security

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

 

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.

Job Requirements

Knowledge and Experience

• Four years and more progressive experience in the non-profit organization and mainly experience gained      in the INGO is required.
• Good level of exposure in handling USAID and other donors grants at least for two years
• First Degree in Business Administration, Accounting, Finance or related discipline. Compensating       Education + Experience can be considered.
• Demonstrated competency with computerized general ledger software
• Advanced computer skills in MS Office programs, particularly in Excel
• Prior management experience and strong organizational skills
• Excellent oral and written English skills

 

SUCCESS FACTORS:

• Must be confident, self-starter, an independent thinker and have strong organizational, interpersonal and communication skills; team oriented
• Good computer skills (especially Microsoft Excel, Work, and Outlook)
• Ability to interact effectively with international and national personnel is required; demonstrated ability to work effectively with diverse group of people
• High professional standard of administration ethics as well as willingness and ability to enforce compliance with Mercy Corps and donor policies and procedures is essential.
• Demonstrated ability to multi-task, meet deadlines and process information in support of changing program activities is necessary
• Excellent communication skills, written and oral are required.
• Demonstrated cultural sensitivity and appropriate flexibility.
• Emotional maturity and physical stamina.
• Demonstrated experience in managing Matrix Reporting need
• Willing to travel to Mercy Corps field offices and project sites (60% of time.)

How to Apply

All interested candidates are encouraged to apply for the position advertised.  All applications submitted to the Mercy Corps office include a CV, three references, and all relevant official documents. Applications will not be returned and will not be retained for future recruitment efforts.  In order to ensure fairness to all applicants personal inquiries are not permitted.

Only candidates that are short listed will be acknowledged and called for interviews.

“Mercy Corps is an equal opportunity employer promoting gender, equity and    diversity. Qualified female candidates are strongly encouraged to apply. We are committed to empower women.”

                             DEADLINE FOR ALL APPLICATIONS: July 28, 2019/ 4:00 PM

Please send non-returnable applications and credentials to one of the following address:

Mercy Corps Recruiter Addis Ababa: P.O. Box 14319 Arbaminch: P.O. Box 33  , Jijiga: P.O. Box 225    Negelle Borena: P.O. Box 116 Dire Dewa: P.O. Box 974