Senior Operations Officer

1-    Procurement Management

• Support the program team to initiate the Purchase requisition on ProSource.
• Support the program team and team graders and receiver how the system works.
• Coordination and follow up with Islamabad procurement team regarding the procurement status Will be responsible for collection of the quotation for vehicles and office maintenance and for day to smooth operations and its approval from the concerned authority/ head of office/ Operations Manager.
• Management of procurements that is out of ProSource’s.

2-    Fleet Management:

• Ensure close coordination with Program team and security department to ensure that the vehicles are ready for the program activities to be carried out according to the work plan.
• Ensure the proper consumption of each vehicle, in case of high, raise alert further discuss with the drivers to find out the reason and further report to the management.
• Ensure that all vehicles are safe and road-worthy.
• Ensure that security incident reports are completed and filed (if related to vehicles).
• Ensure security measures for vehicles such as parking, storage of keys, emergency supplies, etc.
• Ensure that copy of the vehicles’ documents (road taxes, tokens, and driver's license) is updated and available in the vehicle, while originals are saved at a secure place.
• Ensure the weekly vehicle plan is submitted by program and consolidated one shared with concern staff member on each Friday with detail of drivers.
• Keep the proper and updated tracking of the driver field visits and shared with all the driver on monthly basis.
• To ensure that the daily movement of vehicles is as per the approved work plan/local approved.
• Processing the Monthly advances for travel and maintenance of vehicles.
• Responsible for the clearance of rental vehicle payments as per MSAs and monthly fuel payments or any other.
• Responsible for recording expense records for each vehicle and should be able to present a quarterly and yearly analysis of vehicle expenses.
• Ensure that Fleet management forms and procedures are followed as per Fleet Management policy and as per standard operating procedures.
• Process of the insurance claims of the lost bikes in coordination with country office.
• Month Fuel Payments.
• Keep all the fleet track record in hard that include logbooks, incident reports, vehicles on board forms, driver data bases etc.

3-    Asset/inventory

• Ensuring Inventory list is updated with all necessary information along with assets installed on sites and mobile vans.
• Enter the new assets in the Mercy Corps Assets list with complete information and its Tagging and issuance of assets to staff members in office and in field and having complete issuance record.
• Conduct random physical verification of inventory and assets (both in office and field) report the discrepancies to the supervisor, head of office and country office.
• Complete physical verification of inventory and assets every upon every financial year.
• Ensure the proper documentation is followed while receiving and dispatching the assets to the field or other MC offices and to keep the proper record.
• Store and movement of record/equipment as and when needed.
• Ensure that assets management forms and procedures are followed as per Field assets management policy, with proper hard record keeping.
• Before dispatching the assets to the field or any field office, make sure that the transit insurance is done.
• Submission of monthly assets reports to the supervisor/ Operations Manager or any other designated focal person.

4-    Warehouse/ Stock Mangement

Supplies and Stock Management:

• Sorted the stock by batch number, expiry date, donor name, and type of item.
• Keep the updated bin cards and stock cards to keep track of items.
• Keep the warehouse cleaned regularly and kept in good condition.
• Inform the relevant program focal person when new supplies arrived at the warehouse.
• Raise alert about low stock or items that is near expiry.
• Male sure all supplies are entered correctly into the WHM software.
• Facilitate the internal and external audit of the warehouse.
• Successfully submitted the warehouse report to the OIG team.
• Carried out the annual physical inventory count in a timely and accurate manner and report any discrepancies.

Reception and Dispatching of Supplies:

• Organized stock movement in alignment with the program’s operational plan.
• Prepare waybills and transport documentation to support timely dispatches.
• Maintain close coordination with the program team and Field team for effective shipment of supplies.
• Update all records, files, and warehouse management tools in compliance with Mercy Corps’ requirements.
• Manage the transit insurance process for all items to be dispatched from the warehouse, ensuring risk mitigation during transportation.
• Arrange temperature-controlled transport for the safe and timely transfer of temprture required items.

Warehouse Management:

• Ensured cleanliness and neatness of all office and warehouse premises.
• Verified proper installation and functionality of all equipment.
• Monitored and maintained all electrical items to ensure they were operational and met required standards.

5-    Administration Mangement:

• Make sure that all the equipment’s are working properly in office.
• Must have identified the service provider, suppliers for office maintenance, generator, electric work etc.
• Booking arrangement, air ticketing for the staff going to the field and Quetta office for visit.
• Make sure that the guest house is well maintained and organized for the visitor stay.
• Coordination with owner of the lease facilities in case of any issue.
• Building assessment in case of requirement of new lease and further in coordination with security department, head of office and submission of the final recommendation.
• Arrangement venues and food for program activities in office and Field.
• Keep proper office furniture inventory.
• Make sure that all the payment of the lease facilities are done on time that’s includes rent and utility bills.
• Maintain the office keys management system including office, warehouse and vehicles.
• Process of the amend of the lease contract and further submission to the head of office and operations Manager.
• Keep hard files of all records and payments that submitted to finance.

6-    Information Technology Management:

• Make sure that all the IT equipment’s are working properly.
• Always keep coordination with the IT focal person in case of any isse or trouble shouting.
• An repair and maintenance must be approved from the head office, operations manager in consultation with the IT focal person in Islamabad.

7-    Drivers and Support Staff Management:

• Preparation of JD and conduct IOPs of the support staff including drivers.
• Overall management of the support staff and Drivers of Mercy Corps Quetta. Conduct orientation sessions for support staff and supervise them closely to ensure that they are properly trained and capable of fulfilling Mercy Corps objectives

8-    Coordination with field staff, Program and Finance teams:

• Ensure the application of standard procedures of Mercy Corps in the field districts.
• Make sure that the monthly programmatic activities in project implementation districts are adhering with our practices and provide continuous support to field staff in terms of Operations
• Execute operational orientation of new staff in Quetta as well as in field districts; participate in monthly and annual program planning.
• Participate in routine meetings with program staff and provide them operational support.
• Work with Finance and program departments on planning and managing operational budget. Ensure necessary reports are provided to finance for financial planning and allocation activities.
• Sharing of Operations related documents with Finance department on required basis.

• MBA or equal degree in an equivalent field with minimum of five years’ field experience in administrative and operational support functions with a humanitarian non-governmental organization including.
• Experience in setting up and managing administration systems. Experience in procurement, logistics and administration management. Experience of working in emergencies / humanitarian assistance at field level.
• Excellent writing and communications skills. Excellent negotiation, representation, skills and the ability to work comfortably with an ethnically diverse team.
• Effective verbal and written communication, organizational, prioritization and computer skills in 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.
• Knowledge of local language desirable. Knowledge of Mercy Corps systems and procedures (particularly Mercy Corps PALM systems) highly desirable