Senior Operations Coordinator -Nairobi at Mercy Corps

The Position

The Senior Operations Coordinator is key person within the operations team, who coordinates effective program support. They share the overall responsibility for the coordination of Mercy Corps Kenya Administrative, Logistics, ICT, procurement and security functions under the direct supervision of the Country Director.

Essential Responsibilities

PLANNING


Support program planning and proactively identify forthcoming operational and logistical resource needs.
Enhance operational systems by collaborating with program teams to ensure seamless rollout, understanding, and consistent use of established processes.
Coordinate facilities and office administration, IT, asset management, fleet operations, warehousing, and procurement functions.
Work closely with program and finance staff to ensure compliance with Mercy Corps policies, Government laws and donor regulations.
Coordinate program teams and other departments to clearly understand their roles in relation to operations by facilitating training, regular coordination meetings, procurement planning, and problem-solving initiatives that contribute to timely and effective program implementation.
Partner closely with finance and compliance teams to identify and mitigate risks related to fraud, conflicts of interest, and potential legal issues arising from Mercy Corps' activities.
Support in developing operational budgets for country programs, contributing to both proposal development and broader financial planning.
Represent the operations function, engaging in relevant external coordination forums such as Logistics Clusters, NGO working groups, and security platforms etc


SUPPLY CHAIN


Coordinate logistics tenders, including vendor management and post-award performance monitoring.
Guide operations teams on supply chain processes and responsibilities.
Support Forecast monthly logistics costs for field offices to support budgeting.
Assist in oversight and quality control in procuring durable equipment, with Operations Officers.
Provide support for warehouse management and program stock tracking.
Flag supply chain bottlenecks for resolution.


TRANSPORT AND LOGISTICS


Coordinate fleet requirements, effective planning, pooling, acquisition, insurance, and disposal.
Oversee fleet documentation (logbooks, contracts, insurance) while ensuring proper maintenance of Mercy Corps vehicles and monitoring the condition of hired vehicles.
Coordinate supply processes for vehicle-related consumables and accessories, including fuel, spare parts, toolkits, and first aid kits.
Regularly review customs procedures and documentation, identify reliable freight forwarders, and track both domestic and international shipments.
Provide logistics support to program teams while maintaining strong service standards.


ADMINISTRATION & FACILITIES


Coordinate Mercy Corps' facilities' needs (offices, residences, and warehouses), including leases, contracts, and administrative policies, ensuring they meet staff and program needs.
Supervise construction, rehabilitation, and maintenance of all facilities to ensure they remain safe, functional, and compliant with organizational standards.
Help ensure ICT systems are functional
Monitor energy usage and backup systems at facilities.


ASSETS


Oversee maintenance of accurate records of assets and equipment in line with policy.
Coordinate tracking of equipment and inventory needs and disposal processes.
Ensure all equipment and inventory are properly maintained and meet Mercy Corps' safety and security standards.
Support staff in proper use of organizational assets.
Contribute to the development and implementation of asset management policies and procedures.


SECURITY AND SAFETY


Support implementation of country security procedures
Help collect and share safety information with teams.
Assist in delivering security briefings to staff and management.
Track and document safety incidents for reporting.
Ensure offices comply with OSH requirements


TEAM COORDINATION


Support in strengthening skills, clarifying roles, and career development in the Operations Team.
Provide support in operations team activities, ensuring adherence to segregation of duties.
Set clear expectations and provide regular feedback through one-on-one engagement and performance reviews.
Assist in recruitment, onboarding, and supervision of team members as needed.


SAFEGUARDING RESPONSIBILITIES


Actively learns about safeguarding and integrates it into their work, including safeguarding risks and mitigations related to their area of work.
Practices the values of Mercy Corps including respecting the dignity and well-being of participants and fellow team members.
Encourages openness and communication in their team; encourages team members to submit reports if they have any concerns using reporting mechanisms e.g., Integrity Hotline and other options.


Supervisory Responsibility


Administration Coordinator, Operations Officer, ICT Officer, Procurement officers.


Accountability

Reports Directly To: Country Director

Works Directly With: Country Programme, Finance and Operations teams

Accountability to Participants and Stakeholders


Mercy Corps team members are expected to support all efforts toward accountability, specifically to our program participants, community partners, other stakeholders, and to international standards guiding international relief and development work. We are committed to actively engaging communities as equal partners in the design, monitoring and evaluation of our field projects.


Minimum Qualification & Transferable Skills


BA/Supply Chain or Procurement, Finance, Business Administration or equivalent in relevant field
At least 6 years' experience with at least three years management experience in an INGO sector, including experience in operational support.
Proven supervisory ability and/or technical skills combined with leadership.
Experience in managing logistics, procurement and administrative processes.
Excellent negotiation and representation skills, ability to work comfortably with an ethnically diverse staff in a very sensitive environment.
Skills in managing, organizing, planning, and implementing assigned tasks under pressure with frequent and tight schedules.
Strong ability to apply good judgement and decision-making skills in difficult and complex working environments.
Demonstrated analytical and problem-solving skills in handling management and coordination issues independently.
Proficiency in Microsoft Office applications, especially MS Excel and Word.
Demonstrated attention to detail, ability to follow procedures, meet deadlines and work independently and cooperatively with team members.
A demonstrated ability to multi-task and process information into action so as to not delay program activities.
Excellent oral and written English skills required
A clear understanding of procurement ethics and donor compliance is essential