VACANCY ANNOUNCEMENT: ADMINISTRATION
ASSISTANT
ABOUT MERCY CORPS: Mercy Corps is a non-profit, non-governmental organization
based in Portland, Oregon in the United States of America doing humanitarian,
relief and development work globally.
Since 1979, Mercy Corps has provided
more than US$1.95 billion in assistance to people in 107 nations. Supported by
headquarters offices in North America and Europe, the agency’s unified global
programs employ 3,700 staff worldwide and reach nearly 16.7 million people in
more than 40 countries.
GENERAL PROGRAM SUMMARY: Mercy Corps’ AgriFin Program seeks to address the
inclusion gap for smallholder farmers who lack access to affordable,
accessible, demand-driven products and services that drive higher productivity
and income for farm families.
The AgriFin program utilizes a market
ecosystem approach, working with carefully selected partners to build
sustainable models, where farm and crop management tools and financial services
are “bundled” in affordable, unified platforms leveraging digital channels to
promote mass uptake commercially.
The program involves three
interrelated components that seek to address low farmer productivity and
capability, and improve institutional ability to deliver appropriate products
and build ecosystems to drive scale.
We work with farmers, banks, mobile
network operators, MFIs, research institutes and other ecosystem players in
well-defined partnerships to sustainably bundle services, leveraging the offer
and outreach of all partners, while increasing the range of services, access
points and value for farmers.
The program works with partners to
identify, prototype, test and scale successful digitally-enabled services for
smallholders, with a key focus on expanding access to financial services, using
a rapid iteration approach to product development and client-centric design
techniques.
Our project goal is for smallholder
farmers to gain full access to impactful, demand-driven, technology-enabled
financial products, tools, channels and knowledge that significantly increase
farm productivity and family income, delivered by vibrant ecosystems of diverse
service providers. Program operations are taking place five countries anchored
around a central “Hub” office in Kenya, expanding to serve Tanzania, Zambia,
Nigeria, and Ethiopia, with potential to expand to other Mercy Corps countries,
globally.
The AgriFin program operates in five
African countries (Kenya, Tanzania, Zambia, Ethiopia and Nigeria) utilizing a
market ecosystem approach, working with carefully selected partners to build
sustainable models, where farm and crop management tools and financial services
are “bundled” in affordable, unified platforms on mobile phone channels to promote
mass uptake commercially, with the goal of bringing services to one million
smallholder farmers.
We are presently looking for a
committed and dynamic individual to take up the position of an ADMINISTRATION
ASSISTANT.
GENERAL POSITION SUMMARY: The Administration Assistant will report directly to the
Senior Manager, Operations and HR and will be responsible for general office
administration services. They will support in the implementation of
administrative systems, procedures, and policies and monitoring administrative
projects and tasks to their successful completion.
The admin assistant will also play an
active role in supporting the HR function.
ESSENTIAL JOB FUNCTIONS:
Administration
·
Ensure proper management and
coordination of staff travel arrangements including transport and security
·
Ensure good general office management
·
Ensure adherence to Mercy Corps
administrative, IT, and logistics procedures and staff policies by MC staff.
·
Provide administrative guidance to MC
staff when required.
·
Manage and renew office and
house/apartment rental agreements.
·
Establish and maintain appropriate
filing systems for office correspondence.
·
Ensure that the office is run in a
professional and responsible manner including hosting guests, cleaning,
receptionist duties and general contact and liaison with outside agencies.
·
Management of office supplies.
·
Co-ordinate any other necessary
administrative and office management details including the maintenance of the
premises.
·
Manage administration workflow.
Schedule and assign administration tasks, study and implement cost reduction
methods in task execution and develop reporting procedures for administration
work.
·
Preparing comprehensive, accurate and
timely monthly reports.
Human Resource (HR)
·
Serve under the direction of the Senior
Manager Operations and HR to process and properly document all daily HR
activities, efficient and timely manner;
·
Assist in providing orientation as
required;
·
Prepare, update and track needed
changes in staff files including timesheets, leave tracking system, and other
personnel matters as required;
·
In cooperation with program
management, ensure the validity of timesheets
·
Responsible for maintaining personnel
files for all staff – including recruitment documents, CVs, valid contracts,
PAFs, timesheets, employee data sheets, disciplinary papers and performance
evaluations, while ensuring confidentiality.
·
Assist with recruitment process
Organizational Learning: As part of our commitment to organizational learning and in
support of our understanding that learning organizations are more effective,
efficient and relevant to the communities they serve – we expect all team
members to commit 5% of their time to learning activities that benefit Mercy
Corps as well as themselves.
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: None
REPORTS DIRECTLY TO: Senior Manager, Operations & HR
WORKS DIRECTLY WITH: Program and Finance teams.
KNOWLEDGE AND EXPERIENCE:
·
Degree in a relevant business field
is desired.
·
Minimum 2-3years’ experience in
Office administration, supply chain management, Human Resource or experience in
related field.
·
Strong organizational and
interpersonal skills.
·
Excellent oral and written English
skills.
·
Advanced computer skills on MS Office
programs, especially in MS Excel.
·
A demonstrated ability to multi-task
and process information into action as to not to delay program activities.
·
A clear understanding of procurement
and administration ethics and donor compliance is essential.
SUCCESS FACTORS:
·
Conscientious with an excellent sense
of judgment
·
Ability to work simultaneously on
multiple tasks
·
Willingness and ability to work
effectively with a wide variety of people
·
Excellent interpersonal skills
·
Ability to work as part of a team and
coordinate with project personnel
·
Attention to details.
·
Excellent spoken and written English
·
Strong computer and organizational
skills.
HOW TO APPLY
Interested candidates who meet the
above required qualifications and experience should submit a cover letter,
detailed curriculum vitae (CV) listing three professional referees (including a
recent supervisor) to afa-hr@mercycorps.org on or before Monday 9th March by
4.00pm.
The email subject line must clearly
show the job title.
Applications without the right
subject heading will be automatically disqualified.
Please do not attach any
certificates.
(Applications will be reviewed on a
rolling basis. We will only get in touch with shortlisted candidates)
NB: Mercy Corps AgriFin Accelerate
Program does not charge any fee at any stage of the recruitment process
