Mercy Corps exists to alleviate
suffering, poverty and oppression by helping people build secure, productive
and just communities.
Driven by local needs, our programs
provide communities in the world’s toughest places with the tools and support
they need to turn the crises they confront into the opportunities they
deserve.
Vacancy: Administration Officer
Location: Nairobi
Program / Department Summary: Mercy
Corps has been operational in Kenya since 2007 and currently implements
programs in Rift Valley, Central and Wajir districts with funding from USAID,
Gates Foundation, ICDF and private Horn of Africa drought response funds.
Mercy Corps Kenya has experienced
significant growth in the past year and a half after securing several high
profile awards from USAID.
Mercy Corps’ efforts are focused on
supporting youth so they have a voice and opportunities for growth. We are also
helping drought affected communities recover and be more resilient.
The operations department is
committed to implementing and maintaining the highest standards of efficiency
and integrity in daily administration, logistics, procurement, HR, asset
management and IT for field offices Kenya.
The overriding objective for all
Mercy Corps operations activities are the prompt and effective provision of
on-time solutions Mercy Corps’ beneficiary populations in compliance with Mercy
Corps’ and donor policies, procedures, regulations and specifications.
General Position Summary: The Admin Officer will oversee admin support
functions for the Mercy Corps Nairobi office.
This will include Nairobi office and
expatriate house administration, coordination travel/accommodation arrangements
for staff, making arrangements to all Nairobi based training, workshops,
meeting and general day to day administration in terms of compound and
equipment maintenance and repairs.
Essential Job Functions:
Essential Job Functions:
Overall responsible for
administration in Nairobi with compliance with Office in a Box and in-country
policies
General
- Direct Supervision of Administrative
Assistant for international travel, domestics travel and hotel bookings;
and the office cleaner for office cleanliness.
- Oversee performance development plans for all
staff under his/her supervision.
- Act as the in-charge of administration in all
Nairobi including routine, staff meetings, and sometime representation at
local government offices as advised by management.
- Monitor and control Nairobi
administrative/office expenses and budget
- Collate office-specific updates for routine
Administration:
- Ensure full compliance with all relevant Mercy
Corps and donor guidelines; keep up to date with changing policies and
guidelines.
- Ensures Mercy Corps Office and compound are
well maintained and suitable for working and living.
- Identify and ensure the provision of necessary
training and guidance to administrative national staff
- Oversee record filling and file management for
administration
- Coordinate with Mercy Corps managers regarding
the relations with local authorities; liaise with government offices, UN
agencies, NGOs, as required
- Coordination of visa & work permits for
expatriate staff and visitors
- Coordinating lease agreements, timely payments
of leases and utilities for properties.
- Allocation of MC owned mobile phones and data
modems including on time bill settlements and collection of reimbursements
from staff for personal usage
- Coordinating stationary and office supplies
- General office maintenance including safety
& security
- Making arrangements for meetings &
workshops in coordination with organizers.
- Administration and track lease, preferred
supplier agreements and other service contracts in administration
- Maintain general inventory for Nairobi office
and expatriate houses
- Act as focal point for MC Kenya legal
counselors and maintain legal registry
- Ensure that all Mercy Corps contracts and
business transactions/relationships are transparent and in compliance with
Kenya law and Mercy Corps/donor policies
Travel / Accommodation (in
coordination with Admin Assistant)
- Accommodation arrangements for national staff
and international visitors
- Oversee international and domestic flight
reservation in coordination with Admin Assistant (this require the
compliance of US Flags Carriers)
- Performance monitoring of preferred hotels and
travel agents in Nairobi
- Monitoring of hotel and travel agent payments
Accountability to Beneficiaries: Mercy Corps team members are expected to support
all efforts towards accountability, specifically to our beneficiaries and to
international standards guiding international relief and development work,
while actively engaging beneficiary communities as equal partners in the
design, monitoring and evaluation of our field projects.
Supervisory Responsibility: Administrative
Assistant and office cleaner in Nairobi, Country Office
Reports Directly To: Operations
Manager
Works Directly With: Country Director, Regional Program Director,
Finance Director, Deputy Country Director and Nairobi logistics team.
Knowledge and Experience:
- BA/BS degree in a relevant field
- Minimum of 3-5 years field experience in
administrative or operational support functions, including procurement,
logistics and human resources management, with a humanitarian
non-governmental organization, including two years in a field
emergency/relief setting
- Experience in setting up and managing
administration and logistics management systems
- Demonstrated understanding of complex
emergencies, related security concerns, and appropriate responses to such
emergencies
- Excellent negotiation, representation skills
and the ability to work comfortably with an ethnically diverse staff
- Demonstrated attention to detail, ability to
follow procedures and meet deadlines
- Demonstrated ability to live, work and solve
problems independently and effectively in extremely remote locations
- Demonstrated ability to effectively manage
multiple teams in different locations in a high pressure environment
- Strong computer skills in Microsoft Office
applications required
- Excellent verbal and written English
communication skills required; good knowledge of Swahili and other local
languages desirable
Success Factors:
- Flexibility and creativity in planning and
problem solving
- Ability to take initiative, learn quickly and
be accountable for results
- Ability to understand the larger picture while
remaining focused on the details
- Awareness of and sensitivity to multi-cultural
international development work
- Even temperament and a good sense of humor
- Security awareness
How to Apply
Interested candidates who meet the above required qualifications and experience should submit on or before August 29, 2014 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org.
Interested candidates who meet the above required qualifications and experience should submit on or before August 29, 2014 at 4.00 p.m. a cover letter, detailed Curriculum Vitae (CV) listing three professional references (including a recent supervisor) to hrkenya@ke.mercycorps.org.
Applicants must clearly indicate on the email subject; the position and location they are applying for e.g “ADMINISTRATION OFFICER - NAIROBI”.
Applications without the right
subject heading will be automatically disqualified. Please do not attach any
certificates.
(ONLY Qualified short-listed candidates will be contacted)
NB: Mercy Corps does not charge any fee at any stage of the recruitment process.