Duties and Responsibilities
Administration:
- Ensure that administrative function is in
full compliance with relevant Mercy Corps and donor guidelines & keep
up to date with changing policies and guidelines.
- Ensure Mercy Corps office &
residential premises are well maintained and suitable for working and
living.
- Ensure proper office and facility
management for office, warehouse, expat housing as per policy.
- Managing all admin/ office and facilities
related vendors, keep track of their contracts, leases, amendments,
invoicing, and payments.
- Support with processing expatriate
special passes, work permits and visas.
- Ensure all routine administrative
payments to vendors and utility bills under Mercy Corps lease agreements
are prepared and processed within the stipulated timelines..
- Issuance and oversee usage of Mercy corps
owned mobile phones, data modems, airtime, and timely bill settlements as
well as collection of reimbursements from staff for personal usage.
- Coordinate stationery and office supplies
needs and management.
- Responsible for coordinating all local
and international program travel including air and ground transportation
& accommodation reservations for staff, visitors, partners,
consultants etc
- Supervising the office assistant/cleaner
and coordinating with the program driver to ensure that field travels are
well coordinated.
- Manage and track employee access to the
MC AgriFin office.
- Coordinate IT support services in liaison
with the operations manager.
- Ensure proper and safe filing of all
administrative documents and correspondence.
Asset & inventory Management
- Monitor and implement asset tracking
system including use of asset tags, movement of assets, disposal of assets
and update asset registry both manually and electronically including
proper registration of newly purchased assets.
- Ensure periodic asset verification and
end of fiscal year verification.
- Ensure the tracking of assets including
those assigned to staff.
- Drafting, developing, and processing
required approvals for Asset management as per SOP’s.
- Manage the office inventory ensuring
controls in usage and purchase and maintaining an updated inventory
register.
Additional Responsibilities
- Provide support to the procurement and
Logistics functions roles on a need basis as assigned by the supervisor.
- Other duties as may be assigned by the
supervisor.
Personal learning and
development
- Develop and implement a learning and
development plan for yourself to ensure continuous improvement and growth
in line with your performance goals and Mercy Corps commitment to
organizational learning that allows you to dedicate 5% of your working
time to learning.
Adherence to Policies and
Procedures
- Personal conduct should always be
professional and respect local laws, customs and MC’s policies,
procedures, and values at all times and in all in-country venues.
- Accountability To Participants – Mercy Corps team members are expected to support all
efforts towards accountability, specifically to program participants and
to international standards guiding international development work, while
actively engaging the ecosystem as equal partners in the design,
monitoring and evaluation of our field projects.
- Diversity and Inclusion – responsibility
to create a positive culture and to safeguard equity, inclusion, dignity,
and respect for all. Each employee is expected to be a role model for
others and ensure alignment with MC diversity and Inclusion values.
Knowledge and Experiences
- Bachelor’s Degree in Supply chain
management or Procurement and Logistics.
- Minimum 1 year of relevant experience in
office supply chain management and or administration preferably in an NGO
setting.
- Good understanding of procurement
processes and familiarity with Ariba S2P is an added advantage.
- Ability to work independently and
prioritize, show initiative and experience in an NGO setting.
- Excellent Computer, verbal, and written
communication skills, including report writing and editing.
- Excellent organizational and
interpersonal skills.
- Highly proactive and self-disciplined.
- Demonstrated attention to detail, ability
to follow procedures, meet deadlines and work independently and
cooperatively with team members.
- A demonstrated ability to multi-task and
process information into action so as to not delay program activities.
How To Apply