Administrative Assitant at Mercy Corps

Position Description

Location Maiduguri, Borno Nigeria

Reference Number: ABV/OPS/2020/0031

Program / Department Summary

Program / Department Summary the Operations Department is committed to implementing and maintaining the highest standards of efficiency and integrity in the delivery of goods and services; management and accountability of assets; maintenance and tracking of fleet; warehousing and storage of office supplies and NFI; administration of facilities; care of new arrivals and visitors; and assurance of effective information technology. The overriding objective for all Mercy Corps Operations support activities is to enhance prompt and effective service delivery to Mercy Corps’ beneficiary populations and staff in compliance with donor specifications.

General Position Summary

Administrative Assistant plays an active role in operations support function. The Administrative Assistant will provide support to the Operations Officer/department for day-to-day activities including but not limited to utilities management, properties management, repair and maintenance, petty cash management and administrative payments.

Essential Job Responsibilities

ADMINISTRATIVE MANAGEMENT

• Recognize opportunities for innovative action and create an environment where alternative viewpoints are welcomed.
• Assist management in facilitating the smooth flow of routine administrative work of the Mercy Corps office and program support operations.
• Must have a clear understanding on all MC policies and program needs; must be able to help facilitate trainings to all support staff to ensure the smooth, uninterrupted implementation of all MC programs.
• Day-to-day supervision of property management including handyman, temporary labor and any other hired service providers.
• Ensure the office and compound are clean and maintained at a routine schedule
• Responsible for maintaining supply of all admin documents and making them available for all MC staff and assist Administrative Officer in maintaining a central filing system.
• Responsible for maintaining all administrative notice boards – keeping them updated, clean and neat in appearance.
• Responsible for room allocation to visitors, guests. Up keeping of all residence by providing timely and quality repair, maintenance, replenishment of supplies and payment for services.
• Maintain stock of kitchen supplies, office stationery and cleaning material and ensure timely replenishment.
• Ensure timely kick-off of admin related master agreements e.g. stationary, kitchen supplies etc.
• 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.

FINANCE MANAGEMENT

• Assist Administrative Officer in processing payments for all service contractors.
• Assist Finance Department in making cash payments to contractors in the field and maintaining payment sheet – as instructed by the Ops manager.
• Assist, as required, with coordination of administrative duties in other Mercy Corps offices.
• File Mercy Corps documents as required.

SECURITY

• Ensure compliance with security procedures and policies as determined by country leadership.
• Proactively ensure that team members operate in a secure environment and are aware of policies.

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 toward 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.

 Team members are expected

Supervisory Responsibility

Assist the Admin Officer in managing the following Mercy Corps staff: Guards, Cooks and Cleaners.

Accountability

Reports Directly To: Administrative Officer NE

Works Directly With: Operations, finance, program and other offices

Knowledge and Experience

• Minimum 2 years’ experience with office administration.
• Excellent computer skills are required.
• Must be an independent thinker and have strong organizational skills.
• Demonstrated experience scheduling and managing staff from multiple departments.
• Fluency in English. Knowledge of local language is a plus but not required.

Success Factors

• Conscientious with as excellent sense of judgment
• Ability to work simultaneously on multiple tasks.
• Willingness and ability to work effectively with a wide variety of people.
• Ability to work as part of a team and coordinate with project personnel.
• Good spoken and written English
• Computer literate and strong organizational skills.