Administrative Assistant - Mercy Corps
- Position Title: Administrative Assistant
- Position Type : Regular, Full Time
- Location : Mercy Corps Gaza Office
- Duration : One Year
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 Program / Department / Team
Operations Department provides key support to the entire country program in procurement, asset management, warehouse management, fleet management and facilities & office management for successful program implementation.
The Position (General Position Summary)
Administration Assistant supports facilities and office management functions at the site, and ensures compliance with field relevant policies and procedures, with substantive support from the Administration Manager/Officer.
Essential Responsibilities (Example Section Below - Adapt to Specific Role)
- Assist Operations Officer in facilitating the smooth flow of routine facilities and office management of the Mercy Corps office.
- Must have a clear understanding of all policies and support needs; must be able to help facilitate training to all support staff to ensure the smooth, uninterrupted implementation of all MC programs.
- Prepare a duty roster for day-to-day supervision of property management including guards, cleaners, and office maintenance. Ensure the office and compound are clean and maintained at a routine schedule.
- Translation of any program or office documentation, as required.
- Ensure proper management and coordination of staff travel arrangements including transport, security, visas.
Facilities and Office Management
- Ensure administration policies and procedures are implemented as described in the Field Facilities and Office Management Policy.
- Assist in facility management, including housing and office leases; ensure that security standards are maintained at all premises.
- Coordinate general office management tasks.
Logistics
- Assist in maintaining the Fleet and ensure smooth movement for staff and commodities in the region.
- Assist in supervising the rental vehicle service providers following the outlined procedures in Fleet Management Manual.
- Assist in organizing/ managing the stock of the stores
- Maintaining a comprehensive stores record.
- Update the asset, inventory, Mobile, permits, and contacts, and any other databases.
- Compiling reports regarding any incidents and reports according to the Mercy Corps Field Asset Management Manual.
- Support the fiscal year end and grant end asset verification.
- Conduct themself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission.
Vendor Database
- Entry and quality assurance of vendor data, required in the ProSource system to support the sourcing, procurement from and payment of vendors.
- Ensure controls around vendor data entry are designed and operating effectively.
- Come up to speed quickly on complex systems and data procedures within the first Mercy Corps country deployment of ProSource.
- Facilitate supplier identification for initial data conversion, as well as continued coordination and handling of vendor setup requests via ProSource and the Mercy Corps Global Help Desk (Jira)
- Understand and work within rapidly changing and evolving programmatic environments, and support different types of vendor onboarding activities with respect to gathering, entering and managing supplier information in the ProSource system.
- Coordinate communications with vendors throughout the supplier enablement process
- Support different levels of vendor capabilities, with some vendors having no internet/e-mail access and others having full internet access to the “Ariba Supplier Network”
- Use strong analytical skills to assess multiple system and process approaches, including how different roles can optimally support vendor management, vendor quality, vendor entry and vendor compliance.
- Role will interface with field and HQ finance managers to ensure continuity of data across ProSource and Global Finance (Navigator) system.
Supervisory Responsibility
Assist the Operations Officer in managing the following staff: Guards, Cooks and Cleaners.
Accountability
Reports Directly To: Operations Officer (Logistics and Admin)
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
- Minimum 2 years experience with office administration or facilities management.
- Excellent computer skills are required.
- Must be an independent thinker and have strong organizational skills.
- Demonstrated experience scheduling.
- Fluency in English and [Insert Language] is a plus.
How to Apply:
Interested and qualified candidates can apply online through Apply Now
no later than Saturday , 02 July 2022