Operations Assistant Job in Kenya

Job Title: Operations Assistant

Hiring Organization: Mercy Corps
Location – Locality: Nairobi
Location – Region: Kenya
Industry: NGO
Job Type: Full Time
Salary: KES
Date Posted: 05/23/2024

Mercy Corps is a global humanitarian aid agency engaged in transitional environments that have experienced some sort of shock: natural disaster, economic collapse, or conflict.

Description

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 Experience:

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.

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