Description

Background:

Venezuela is a country undergoing a profound economic, and humanitarian crisis. Since 2016, more than five million Venezuelans (or an estimated 10% of the population) have fled scarcity, hyperinflation and public sector collapse. This migration flow has exerted pressure on the housing stock, public services and already strained social fabrics of the neighboring countries of Colombia, Ecuador and Brazil, among others. The exodus is only set to continue as conditions worsen, inflation decimates purchasing power and the lack of employment and the most basic of services pushes more and more into crisis.

Purpose / Project Description:

The Program Officer will support in the management of programs, including the development of program proposals, and the smooth running of operations in the country and for the country teams.

Consultant Objectives:

The Program Officer assists the Country Team leader and country programs team in the daily smooth running of the business development and implementation of program activities. S/he supports strategic, impactful, and high-quality business development, as well as in aspects of project assessments, internal and external reports, administration, coordination with communications and marketing material production, public events, communication with beneficiaries, monitoring and follow-up. The Program Officer will also be responsible for completing administrative and procurement duties and other related functions in order to help streamline the day-to-day Mercy Corps programs and operations in Venezuela.

Consultant Activities:

The Consultant will:

Office Management:

Ensure Mercy Corps’ office is managed in a professional and responsible manner, including security, guest attention, and reception tasks. Establish and monitor the appropriate file management system. Coordinate national and international messaging and correspondence. Manage and maintain proper inventory of office supplies and ensure all equipment (i.e. telephones, computers, etc.) are in working order. Manage the operational cash advance (petty cash) for expenses. Update all contact lists, constant companions and other information related to communication on a monthly basis. Assist with the processing and facilitation of Mercy Corps’ administrative workload. Responsible for all travel arrangements and agreements to facilitate Mercy Corps’ team mobilization nationally and internationally. Support the development of written policies and procedures of MC’s in Venezuela

Asset Management:

Responsible for all aspects of asset inventory management of items in the office in coordination with the logistics/finance department. Responsible for all property management, including: process of identifying, negotiating and maintaining agreements for offices, houses, vehicle leases, etc.

Procurement:

Ensure all items procured in Venezuela adhere to the Mercy Corps Procurement Policies and Procedures. Ensure that there are no conflicts of interests between Mercy Corps staff and suppliers and vendors. Bring to senior management team’s attention if any conflicts of interest exist or may exist. Ensure all new staff receive training in Mercy Corps’ procurement procedures and policies. Assist the Mercy Corps team as necessary to timely complete purchase requests and other documentation. Ensure that required documentation of procurement and contracting processes is completed according to Mercy Corps’ standards. Coordinate with the Finance Department to ensure that payments to suppliers are made on time and following organization financial systems. Prepare quotes for goods and services and provide analysis. Prepare a tender package and ensure compliance process. Prepare the required documentation of supplies and transactions and complete them to MC standards. Establish purchase and service framework agreements for recurrent suppliers. Manage suppliers’ database. Daily coordination of MC procurement activities. Ensure compliance with the Ineligibility and Compliance Checking Policy. Maintain productive relationships with vendors, suppliers, etc. Support the development of written policies and procedures of MC’s in Venezuela. Participate in the preparation of MPP-Memo as necessary.

Program Management:

Work closely with the program team to develop proposals, reports, and work plans throughout the program life cycle. Support beneficiary events logistics including workshops and activities open to the public designed to enhance the visibility of the regions of focus. Liaise with and support key program staff and local partners to ensure that program activities are running effectively and making best use of program resources. Update and manage electronic and hard-copy filing systems of on-going proposals and projects according to Mercy Corps minimum standards. Visit project sites and stay up to date on activities as well as assessing any problems and initiatives while investigating appropriate action. Monitor program activities to provide overviews to the country team on progress, challenges and suggestions. Supervise sub-grantee activities and support them as directed by the country Team Leader. Assist in communications with Program partners. In coordination with the M&E and Reporting Officer, gather appropriate quantitative and qualitative data from program initiatives for reporting and impact evaluation purposes. Support the M&E team with reporting responsibilities, including drafting and or proofreading final reports to institutional donors and internal summaries of program activities Support with data collection at field level and visualization for award reflection and decision making as needed.

Security:

Ensure personal compliance with security procedures and policies as determined by country leadership. Proactively ensure that team members operate in a secure environment and are aware of policies.

Consultant Deliverables:

The Consultant will:

Support the drafting, review, and development of proposals Support the monitoring and evaluation of programs in the field Support the management of program activities through the program lifecycle Review and update Business Continuity Plan and COVID-19 Containment Plan. Review and update MC Venezuela Security Management Plan and other documents about security for review and approval. Review and update Constant Companion monthly. Maintain an inventory of office properties, including equipment, supplies, etc. Label equipment Maintain and update contact list databases, including partners, suppliers, vendors, etc. Negotiate on behalf of MC corporate rates with key vendors, such hotels, transportation services, etc. Review, customize as needed and train other MC staff based in Caracas about organizational procurement procedures. Organize all logistics associated with MC staff missions and field visits during the extent of this contract. Support the development of written policies and procedures of MC’s in Venezuela for review and approval. Develop purchase plans in close coordination with the finance and programs department.

Timeframe / Schedule:

July 01, 2022 - June 30, 2023

* This position is program funded and the duration is contingent upon funding availability.

The Consultant will report to: Marcel Navas, Venezuela Team Leader

The Consultant will work closely with: Venezuela country team, Regional Program Team, security advisor, and procurement and finance team members, MEL officer.

Required Experience & Skills:

Bachelor’s degree in social sciences, international relations, politics, economics, or related fields. Master’s degree in Program management, humanitarian assistance or in related fields is a plus.

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