Operations Manager – leave cover 12 months – London, UK At Mercy Corps

Position Description

Location: London, UK (office presence required at least 3 days/week based on office need)
Position Status: Full-time, 12 months fixed term (leave cover)
Salary: 37 – 42K (circa ranges)
Closing date: Candidates must submit applications before December 18th

Candidates must have the independant right to work in UK at the time of appointment.

About Mercy Corps

Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their best work when they are diverse and every team member feels that they belong. We welcome diverse backgrounds, perspectives, and skills so that we can be stronger and have long term impact.

The Position

The role would be responsible for the leadership of the Operations at Mercy Corps Europe (MCE) and be based in Edinburgh/ London. This role would lead a dedicated team to be responsible for the operational and facility management functions across the European entity. The first function of the Operations team is to provide professional support, care and well-being benefits that will allow our team members to focus on their core activities by providing optimum workplace effectiveness.

Reporting to the Senior Director of Programmes, Funding and Operations, and with close collaboration with the Director of Administration and Facilities based in Portland as well as the IT Infrastructure Manager this role works with a variety of other units and departments, in particular the global Administration and Facilities team, Mercy Corps Netherlands Operations and wider MCE operations functions (IT, HR, Finance). The role has supervisory responsibilities for the Office Operations Coordinator based in London, and for the Office Assistant based in Edinburgh.

Essential Responsibilities

• Responsible for providing on-site support for MCE’s London office
• Ultimate responsibilities for all MCE office locations in the UK (Edinburgh and London) and support to continental offices (The Hague and Geneva) and the smooth running of those office spaces.
• Line management of Office Assistant, Edinburgh.
• Responsible for MCE’s Operations budget(s)
• Lead on all aspects of Health and Safety for European team members
• Project manage planned changes to the office spaces including office moves
• Lead on insurance renewal
• Management of relationship with all key Operations vendors
• Lead on Mercy Corps European Business Continuity Planning

London office operations

• Day to day provision of operations functions in MCE’s London office inclusive of management of meeting room spaces and all aspects of health and safety
• Point of contact for all Operations queries in London

Operations team management

• Manage a small, dedicated team responsible for professional management of all MCE offices in the UK (Edinburgh, London) with support extended to MCNL for management of office spaces in The Hague and Geneva
• Oversight of processes for offsite documents storage and archiving management
• Development of policies and procedures that affect the use of supplies and facilities for MCE.
• Develop and manage onsite space use strategy to ensure effective workspace for onsite team and visitors. Includes coordination of office moves and office work spaces as necessary
• Regularly review the efficacy of MCE office space and make appropriate recommendations to the ESLT

Health & Safety

• Provide line management and support to the Health and Safety Officer for MCE and provide leadership and guidance to the operations team to to ensure the safety of all office locations from fire, theft, and other hazards by initiating a regular protocol on safety measures in the office.
• Support the Operations coordinator to work with the Senior Director to develop a comprehensive, site-specific safety, security, and emergency-preparedness plans for each site. Implement safety plan and procedures, including periodic evacuation and preparedness drills.
• Approve relevant health and safety policies and procedures.
• Ensure all security systems are in working order and used properly by all Mercy Corps team. Prepare pertinent records and reports for the safety of the Mercy Corps team and ensure that all team members are trained in office safety and security.
• Lease and Landlord Management:
• Liaison and management of relationship with landlords to ensure all buildings services are provided in accordance with the lease.
• Ensure that all the facility systems and equipment operate properly. Initiate interventions to solve problems in the facilities. Create monitoring systems to detect problems as early as possible. Maintain accurate records of the condition of facilities systems and equipment.
• Recommend, monitor and maintain utilities and conservation efforts. Proactively look for opportunities to reduce carbon emissions and work towards a greener workspace.
• Act as onsite project coordinator for repairs and improvements.
• Business Continuity:
• Coordinate the Business Continuity planning team to ensure that there are effective business continuity policies, procedures and plans in place for the organisation. Create a system to regularly review and update the Business Continuity plan.
• Play an active role in managing any business continuity incidents and reporting after the close of incidents.
• Develop and deliver internal training on business continuity. Work with business continuity planning team and ESLT to schedule regular preparedness drills.

Internal Communications:

• Responsible for the smooth running and structure of team meetings (London, Edinburgh and all Europe), working closely with the IT team and executive office.
• Ensure team members are informed about important updates with regards to MCE operations, events and visitors
• Actively promote Mercy Corps culture and wellbeing through internal communications

Travel & Travel Emergency Management:

• Responsible for the smooth running of travel related processes for Mercy Corps Europe. Management of relationship with MCE’s preferred travel supplier, act as point of escalation for travel issues and with the Office Operations Coordinator be the point of contact for training new team members.
• With the Head of HR and HR team and in conjunction with peers in Mercy Corps Global team, responsible for documenting and operating MCE’s emergency travel processes including emergency contact processes and liaison with the preferred travel agency.
• Management and oversight of Travel Insurance (iSOS, ACE and others) for all MCE locations.
• Lead on all MCE travel policies and procedures

Supervisory Responsibility

Office Assistant, Edinburgh

Accountability

Reports Directly To: Senior Director of Programmes, Funding & Operations

Works Directly With: Director of Administration + Facilities; IT Infrastructure Manager; Senior Advisor, Executive Office

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 Qualifications & Transferable Skills

● Approximately five years of professional experience in a fast-paced office environment, with emphasis on administrative services and/or facilities.

● Excellent interpersonal, verbal, and written communication skills.

● Excellent computer skills required, including familiarity with MS Word, Excel and PowerPoint; comfort with IT functions a plus.

● Multi-tasking, organisational, and prioritisation skills.

● Prior experience with coordination and management of travel schedules and meetings required.

● Sensitivity, skill and experience with public relations and correspondence to a wide variety of public constituents including media, donors, Government officials and international delegates necessary.

● Demonstrated ability to work well under pressure and cooperatively with team members.

● The ability to take direction as well as work independently and experience and interest in people management is essential for the role.

● Overseas, international, non-profit experience and/or interest preferred.

Success Factors

The successful Operations Manager will demonstrate a healthy combination of professionalism, confidence and good humour in managing the Operations function for MCE. S/he will possess excellent communication skills and will place a high priority on attention to detail and organisation. The Operations Manager will be able to work both independently and cooperatively, and will effectively and accurately represent Mercy Corps to those who come to Mercy Corps’ offices in Europe. S/he will demonstrate flexibility and creativity in planning and problem-solving, be a quick learner, someone who takes the initiative, and will be accountable for results. The successful individual will be able to multitask and prioritise in a fast-paced, fluid work environment. Even temperament and a good sense of humour appreciated.

Living Conditions / Environmental Conditions

The position is based in London and will be the main focal point for Operations in our London office. There will be a limited expectation to travel throughout European cities where Mercy Corps is based. Although international travel will be limited in this role, all Mercy Corps team members should be comfortable to travel to areas with limited access to medical facilities and amenities.

MCE team members represent the agency both during and outside work hours when deployed in a field posting or on a short term assignment or trip to country offices. 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 Mercy Corps locations.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening and evolving to become more diverse, equitable and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants or others, are treated with respect and dignity. We are committed to the core principles regarding prevention of sexual exploitation and abuse laid out by the UN Secretary General and IASC and have signed on to theInteragency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere toMercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct elearning courses upon hire and on an annual basis.

As a safeguarding measure, Mercy Corps screens all potential US-Based employees. This is done following the conclusion of recruitment and prior to assuming full employment.

Our screening process is designed to be transparent and completed in partnership with new Team Members. You will have the opportunity to disclose any prior convictions at the conclusion of the recruitment process before the check is initiated. We ask that you do not disclose any prior convictions in your application materials or during the recruitment process.