Operations Assistant at Mercy Corps

General Position Summary

• The operations assistant will provide support to the operations officer for facilitating and executing different aspects of procurement, logistics and administration responsibilities.
• S/he will work extensively with other departments to ensure that all program support activities are implemented successfully and timely.

Essential Job Functions
Procurement:

• Possesses a full understanding of MC procurement policies and formats to undertake procurement responsibilities.
• Assists staff as needed on creating clear and understandable purchase requests and other procurement documentation.
• Collects quotations and bids from the market for requests as per Mercy Corps standard policies.
• Ensures that required documentation of supplies and transactions are completed and filled correctly.
• Maintains and updates procurement files as often as required
• Assists with payment requests and follows up with status to ensure vendor payment is done in a timely manner.

Logistics and Assets:

• Ensure that all assets in Biu office are tagged and transferred from one user to the other through proper documentations
• Participates in regular assets inventory and checks at minimum on a quarterly basis
• Ensures all assets are maintained and in good condition, through proper documentation
• Assists in the operation of generator, inverter other office equipment as well as monitors the servicing schedule.
• Support in the preparation of monthly assets, inventory report as required

Administration:

• Maintains appropriate filing systems for office correspondence, ensure proper tracking of office correspondence.
• Supports operations officer to 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.
• Ensures office has sufficient office supplies, such as stationary, cleaning supplies, office supplies.
• Makes all necessary travel and lodging arrangements for visitors, and follow up on documentation as well as prompt payment
• Be the focal person for guest houses cleaning maintenance and follow up on supplies

General:

• Adherence to all MC policies and procedures as outlined in MC policies and procedure manuals;
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and to not jeopardize its humanitarian mission in country of operation;
• Other duties as will be assigned from time to time.

Knowledge and Experience

• BA/S in relevant field preferred
• Minimum 1 year of experience working in operations (logistics or procurement), preferably within an NGO, international business or related field.
• Good organization skills.
• A demonstrated ability to multi-task and process information into action to avoid delays in program implementation.
• A clear understanding of procurement ethics and donor compliance is essential.
• Ability to work under pressure
• Good interpersonal, intercultural and communication skills
• Good oral and written skills and computer skills
• Strong computer skills on MS office programs
• Fluency in English; fluency in Hausa is required.

Success Factors:

• The successful candidate will have a can-do attitude. Ideally s/he will have previous experience in working in large-scale emergency programs in insecure and conflict-affected contexts. Conscientious with high work ethics.
• All applications must include the position title in the subject line and not more than 4 pages. Only short-listed candidates will be contacted.
• We are an equal opportunity organization and we strongly encourage women to apply for this position.