Strategy & Vision
- Provide overall operational support to programs and facilitate coordination, supervision and monitoring of support activities designed to assist in fulfilling program objectives.
- Set direction of program support department by prioritizing and organizing actions & resources to achieve objectives and contribute to countrywide strategy development.
- Plan and suggest activities for programs in compliance with the regulations and requirements of Government of Nepal for effective and efficient delivery of programs.
- Ensure integration of program support systems and processes in all Mercy Corps Nepal offices.
- Ensure all offices have capacity (human and technical) to support smooth program operations.
- Ensure internal and donor procedures, policies and guidelines are followed.
- Establish and maintain pipeline of supplies, overseeing the logistical aspects of the operation; oversee NFI, commodity storage and movements as needed.
- Develop and periodically review country or field office specific policies and communicate them to teams.
- Oversee database and file management for administration, procurement, logistics and Information and Technology resources documents.
- Oversee facility management, including housing and office leases; ensure that security standards are maintained at all premises.
- Ensure that Mercy Corps contracts and business transactions/relationships are transparent and in compliance with Nepalese law and Mercy Corps/donor policies.
- Keep abreast of the latest data/ developments/ structures, necessary for Government Liaison Implementation in context of changing Government structure in Nepal affecting MCN.
- Represent Mercy Corps, as advised by Country Director, to government and authorities and assist in coordinating meetings with government bodies as required.
- Be responsible for visa, registration and other legal documentation for Mercy Corps expatriate staff.
- Be responsible to ensure all project agreement in MCN are designed in line with Social Welfare Council’s and Government of Nepal’s requirement.
- Be responsible to ensure MC personnel develop and interact with Ward, Rural/Municipal and Provincial level government network for smooth functioning of MC Programs and timely organizing of Municipal/Palikas Level Project Advisory Committee (PAC) meetings.
- Ensure regular meetings with various government officials at central, provincial and district level are held during project planning and implementation, including DPAC and CPAC meetings.
- Obtain customs and duty exemption certificates from the relevant authorities as and when required.
- Train and oversee the MC Operations Manager role to support government liaison work and serve as a back-up liaison when needed.
- Work closely with program management to facilitate program planning and upcoming procurement resources needs. Ensure Procurement plan is prepared for all programs and implemented accurately.
- Work closely with program and finance teams to deliver successful programs while demonstrating excellent stewardship of donor funds and compliance with MC and donor regulations.
- Responsible for the management of all project procurement functions compliance and control as described in Mercy Corps Field Procurement Policies and procedures- FP3.
- Work closely with finance and compliance to mitigate fraud, conflict of interest, and legal ramifications of Mercy Corps procurement activities.
Finance and Compliance Management
- Ensure all internal control procedures are adhered to and that necessary measures are put in place to ensure high standards of accountability and compliance.
- Work closely with finance/compliance to mitigate fraud, conflict of interest and legal ramifications of Mercy Corps activities.
- Support and orient on MC Code of Ethics and uphold Mercy Corps’ Zero tolerance of corruption policy.
- Responsible for the management of all operational support functions and operations team;
- 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 objectives.
- Ensure continued development of a career path for operations staff in the country program by designing/using training regimens for operations staff. Identifying and building capacity of star performers with potential to develop the ability to adopt higher responsibilities and Temporary Duty Assignments, Expatriate-level roles, and/or emergency deployments.
- Organize operations training for all staff including operations, finance, program etc periodically.
- Work closely with program management team, to facilitate operations aspects of program planning, and upcoming operations resources needs.
- Assist the program team and departments to understand their roles and responsibilities in terms of interaction with operations departments.
- Act as Country Security Focal Point(SFP) for Mercy Corps Nepal and ensure safety and security of all Mercy Corps Nepal Staffs.
- Proactively ensure that team members operate in a secure environment and are aware of policies.
- Conduct threat and security assessment for all MC Nepal Offices. Conduct regular visits to all field offices for security assessment, orientation and training. Monitor Minimum Operating Standards for Security (MOSS) for Mercy Corps premises and operations.
- Provide security briefings and updates to new hires, visitors as and when as needed. Train Regional SFPs to conduct orientation and trainings to respective field office staffs.
- Assist Country Director, as required, in developing and implementing strategies to continue Mercy Corps operations continuity in times of heightened security. Participate in regional security dialogue and information sharing. Ensure compliance with security procedures and policies as determined by country leadership.
- Review and update all security systems and protocols on a yearly basis in coordination with HQ and external security consultants
- Lead the process of updating, implementing and lead of orientation of the Country Security Management Plan (SMP).
- Develop Annual security training plan with a focus on operational continuity during an emergency, critical incident (kidnapping) planning, hibernation, relocation and evacuation.
- Chair the Security Management Team and conduct quarterly meetings when country security situation is green, monthly or weekly meetings as needed if safety and security situation changes.
- Record security incidents to the central tracking system and ensures critical incidents are reported to the Director of Field Security and Regional Program Director through Flash Reports.
- Ensure all property including vehicles has adequate first aid kits, fire extinguishers etc. and provide training on same to all staff.
- Ensure safety and security of all Mercy Corps Nepal staff and participate in security forums.
Influence and Representation
- Identify, build and manage collaborative partnerships with consortium partners, sub-grantees, donors, local governments and other stakeholders.
- Communicate with our partners to verify their systems and that they understand and follow all appropriate procedures and archiving.
- Establish high level of credibility and manage strong working relationship with external stakeholders.
- Coordinate and collaborate with the humanitarian organizations and Logistics Coordination Group aiming to provide humanitarian assistance.
Accountability to Beneficiaries
- Mercy Corps team members are expected to support all efforts toward 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.
- Team members are expected to conduct themselves in a professional manner and respect local laws, customs and MC's policies, procedures, and values at all times and in all in-country venues.
- Oversee MC Nepal’s interaction and participation in the UN Cluster System, when operative. Monitor and communicate the information produced and presented by the various cluster groups, and assigns appropriate staff to represent MC Nepal. Strengthen coordination with colleague agencies as and when applicable.
- Attend coordination meetings as discussed and agreed upon by Country Director.
- Conduct themselves both professionally and personally in such a manner as to bring credit to the program and to not jeopardize its humanitarian mission;
- Mercy Corps as a humanitarian agency is expected to response as and when crisis and humanitarian situation engulfs. As an MC employee, all staff are expected to be part of humanitarian and emergency response in addition to their regular roles and responsibilities in such situations.
- Oversee and ensure GESI aspects are addressed across institutional strategic and programmatic levels.
- Other Operations duties as assigned by the Country Director.