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.
Success Factors
The successful
Administrative Assistant will assist admin and facilities & office
management tasks in delivering successful programs while demonstrating
excellent stewardship of donor funds and compliance with Mercy Corps and
donor regulations. They will maintain strong cooperative relationships
with other departments and interact effectively with international and
national personnel both in a managerial and training capacity while
demonstrating the ability to multi-task, meet deadlines and process
information in support of changing program activities. The most
successful Mercy Corps staff members have a solid commitment to teamwork
and accountability, thrive in evolving and changing environments and
make effective written and verbal communication a priority in all
situations.
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 the Interagency 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 to Mercy 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.
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.
Success Factors
The successful
Administrative Assistant will assist admin and facilities & office
management tasks in delivering successful programs while demonstrating
excellent stewardship of donor funds and compliance with Mercy Corps and
donor regulations. They will maintain strong cooperative relationships
with other departments and interact effectively with international and
national personnel both in a managerial and training capacity while
demonstrating the ability to multi-task, meet deadlines and process
information in support of changing program activities. The most
successful Mercy Corps staff members have a solid commitment to teamwork
and accountability, thrive in evolving and changing environments and
make effective written and verbal communication a priority in all
situations.
Qualified persons with disability are highly encouraged to apply.
Interested candidates are encouraged to submit an application online HERE no later than Saturday , 02 July 2022
Only short-listed candidates will be contacted.
Please apply separate application for each position you are interested in.
