Operations Director (217406-927)

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been present in West Bank/Gaza since the 1980s, helping Palestinians in the West Bank and Gaza to work toward building a more peaceful and hopeful future. Mercy Corps has been addressing the humanitarian needs in Gaza through cash-for-work and psychosocial program for the past five years.  The recently begun three year PCAP program will continue these activities in Gaza, expanding on them and offering a multi-sectoral approach that will address social, economic and infrastructure needs.   In addition to cash-for-work assistance, a psycho-social program for young people and their caregivers and supplemental education assistance, PCAP will also support business development and the rehabilitation and construction of houses and community infrastructure. Through these activities PCAP seeks to provide Gazans with the means to achieve a long-term recovery.

GENERAL POSITION SUMMARY:

The Operations Director is responsible for all operations functions in West Bank/Gaza associated with the PCAP project, including Procurement, Logistics, Management, and HR. S/he ensures compliance with donor regulations as well as Mercy Corps’ internal policies and procedures and updates local manuals and policies. S/he ensures consistency and harmony in Mercy Corps procedures in the PCAP project and builds the capacity of local operations team members. S/he provides support and advises the Chief of Party and Deputy Chief of Party and other PCAP team members on operational issues.

ESSENTIAL JOB FUNCTIONS:

Provide program support, coordination, supervision and monitoring activities designed to meet program objectives.Ensure the warehouse is well maintained and provide necessary support for  the expected construction supplies and other items that will be utilized in the sub-grant program. Establish and maintain pipeline of supplies to Gaza overseeing the logistical aspects of the operation.Interfacing with our two INGO subs, CRS and CHF, as well as 8-10 sub-grantees, to verify their systems and that they understand and follow all appropriate procedures and archiving.Ensure procurement records systems are well managed and maintained.Work with Mercy Corps staff to ensure smooth introduction and operation of necessary operational systems, including their travel to field offices if and when necessary for support and orientation.Responsible for the management of all and logistics functions and is responsible for the 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.As appropriate interface with the USAID person(s) responsible for coordinating all supply shipments to Gaza via the COGAT approval process.Work to develop the capacity of national staff subordinates.

Administration:

Oversee the set-up and development of Mercy Corps office(s) to meet needs of team members including drafting and reviewing contracts for office and housing space, leasehold improvements, IT, and security.Ensure full compliance with all relevant Mercy Corps & donor guidelines; keep up to date with changing policies and guidelines.Continue to the development or review of PCAP policies (phone policy, IT policy,) and with the HR and administration team communicate new policies to all staff as described in the Field Administration Manual.Oversee database & paper file management for administration, procurement, logistics resources documents.Oversee facility management, including housing and office leases for both Ramallah based warehouse/office.  Ensure that security standards are maintained at all premises. Ensure that all Mercy Corps contracts and business transactions/relationships are transparent and in compliance with Palestinian law and Mercy Corps/donor policies.  Chair tender openings as required.

Logistics:

Supervise the fleet management team and ensure that systems are in place to track maintenance schedules, fuel usage and vehicle scheduling as described in the Field Fleet Management Guidelines.  Oversight of NFI, commodity storage and movements as needed.Maintain service contracts required for communications equipment.  Ensure timely and accurate processing and documentation of procurements: the process, ensure accurate paperwork and a supply chain as described in the Field Procurement Manual. Liaise with finance to ensure compliance and payment schedules.Oversee tracking of all assets to ensure accurate record keeping of Mercy Corps and donor assets, including exceptional items that require registration and movement tracking, in accordance with the Mercy Corps Asset Management Manual.Maintain inventory records of materials and materials flow in all warehouses.Oversee customs clearing, equipment registration, licensing and insurance, etc. Assist the program team and departments to understand their roles and responsibilities in terms of interaction with operations departments. These include trainings, regular coordination meetings, problem solving and procurement planning and other such planning activities to ensure effective and timely program implementation.

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.

Accountability to Beneficiaries: Mercy Corps team members are expected to support all efforts towards accountability, specifically to our beneficiaries and to international standards guiding international relief and development work, while actively engaging beneficiary communities as equal partners in the design, monitoring and evaluation of our field projects.

SUPERVISORY RESPONSIBILITY:  Ramallah Office Operations staff as well as technical oversight of Gaza and Jerusalem Operations staff

ACCOUNTABILITY:

REPORTS DIRECTLY TO:  Chief of Party

WORKS DIRECTLY WITH:  The entire PCAP implementation team as well as sub-grant recipients.

COLLABORATES WITH:  ALL MC non-PCAP logistics and operations team as required.

KNOWLEDGE AND EXPERIENCE:

7 years field experience in administrative or operational support functions with a humanitarian non-governmental organization with supervisor responsibilities.Experience in setting up and managing administration, procurement, logistics, and human resource management.Demonstrated understanding of complex emergencies, related security concerns, and appropriate responses to such emergencies. Excellent writing and communications skills.Excellent negotiation, representation, skills and the ability to work comfortably with an ethnically diverse staff in a very sensitive environment. Ability to obtain a Gaza Entry Permit. Effective verbal and written communication, organizational, prioritization and Microsoft Office applications.  Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members. Proven ability to solve problems independently without direct supervision.Experience living and working in the Palestinian Territories preferred.Knowledge of Mercy Corps systems and procedures (particularly Mercy Corps procurement systems) highly desirable.Knowledge of Arabic preferred.M&E experience preferred.Knowledge of USAID regulations helpful.

SUCCESS FACTORS:

A successful candidate will have the ability to interact effectively with international and national personnel both in a managerial as well as training capacity and demonstrate ability to multi-task, meet deadlines and process information in support of changing program activities. S/he will be able to live and work closely with a diverse team of individuals in a highly intense and fluid work and security environment and be willing to travel regularly to Mercy Corps field offices and project sites.

LIVING CONDITIONS/ENVIRONMENTAL CONDITIONS:

This position will be based in Ramallah, and frequent travel will be required to project sites in Gaza with regular travel to Jerusalem.

Tensions may erupt at any time in Jerusalem, the West Bank and Gaza. With continuing rocket fire from Gaza, there is constantly the threat of air strikes from Israel. There is continuing movement disruption in the West Bank, and internal political and social friction. Personal security is uncertain, and should be a priority.

Mercy Corps Team members represent the agency both during and outside of work hours when deployed in a field posting or on a visit/TDY to a field posting. Team members are expected to conduct themselves in a professional manner and respect local laws, customs and Mercy Corps' policies, procedures, and values at all times and in all in-country venues.

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