Operations Assistant at Mercy Corps

The Operations Assistant will:

• The Operations Assistant will oversee admin and logistics support functions for the Mercy Corps Office.
• Make travel/accommodation arrangements for staff,
• Making arrangements for all training, workshops, meetings, and general day-to-day administration in terms of compound and equipment maintenance and repairs.
• Assist Operations Manager in managing regular Inventory and assets.
• Provide monthly reports of Generator Use, Fleet Management, Facility Lease management, Courier and Shipping.
• Follow up with the Finance Unit to ensure that service providers’ accounts are settled on time.
• Read and have a clear understanding of the Mercy Corps Field Asset Management Policy, Field Facilities and Office Management Policy, and Field Warehouse Management Policy.

ESSENTIAL JOB FUNCTIONS:

Administration:

• Read and have a clear understanding of the Mercy Corps Field Administration Manual and all procedures.
• Support in running offices and the ability and readiness to step in when required
• Establishes and maintains appropriate filing systems for office correspondence. receive and dispatch mail.
• Support that the office is run professionally and responsibly, including hosting guests, cleaning, receptionist duties, and general contact and liaison with outside agencies.
• Ensure that the office has sufficient office supplies.
• Support the management of office consumables (office materials like stationery, cleaning & hygiene): that will include collecting requests every month, maintaining the stock, and monitoring the use.
• Make hotel reservations for all travelers, both local and international, and make other relevant travel arrangements, including sharing of welcome pack and telephone with the incoming visitors.  
• Make sure all logistics arrangements are made and communicated to MC visitors and staff. 
• Review hotel invoices for those hotels with which Mercy Corps has an agreement and prepare payments. 

 Fleet Management

• Drive MC vehicles as required for MC business.
• Adhere to all safety and communication protocols as per Mercy Corps policies and procedures.
• Insurance (Vehicle Insurance Contract Management, renewal, and Claims)        
• Coordinating Vehicle Registration (New Vehicle Registration, Equipping, Tracking, Marking and Renewal)
• Coordinating Maintenance/Servicing (Monitoring daily vehicle checks, Routine Vehicle Servicing,
• Monitoring Fuel Management (Fuel Top-up Card Management, Report on Fuel Consumption, Monthly Fuel Private Mileage Reporting, and Generator.
• Log Sheet Management (Daily Monitoring of vehicle Log Sheet, Review of Vehicle Log Sheets, Reporting on Vehicle Log Sheets Monthly to finance)
•  Supervise Car Hire Services management (Contract Management, Monitoring of Car Hire vehicles and drivers in line with MCN Standard, Logistics Arrangement – Assign Car Hire where needed, Process Payment, Maintenance of Feedback mechanism)
• Fleet Documentation Management: Maintain records for all vehicles

Warehouse Management

• Receive goods and cross-check the quantity with the goods received notes.
• Maintain and ensure the stock cards and bin cards in the Warehouse are updated daily.
• Maintain and update stock release daily.
• Dispatch goods from the warehouse using appropriate MC procedures, Store Release forms, Waybills.
• Do proper stacking of items in the warehouse to ease the physical counting.
• Conduct monthly physical counts of the items in the warehouse.
• Ensure the warehouse is clean and free from any infestation.

 Assets Management

• Assist the Operations Manager in managing, tracking, tagging assets, and regular inventory,
• Assist the Operations manager in physical and financial reconciliation of all assets, accurate record keeping of all assets, donor assets, and exceptional items that require registration and movement tracking.
• Assist in asset Registration in the MCN offices.
•  Assist in asset and regular inventory tagging.
• Asset Exit: checking in/out Mercy Corps-owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual.
• Asset Movement: support in filling asset movement forms.
• Responsible for the timely preparation of documentation of any movement of assets in Mercy Corps formats.
• Physical Count: support Conduct quarterly random asset check in all field offices,
• Asset Tracking: maintain the stock of Mercy Corps assets that are not checked out and in use.
• Asset Disposal: support by ensuring all lost, damaged, sold, and stolen (or other) items are properly recorded in with an approved Disposal Assets form.

Facility Acquisition

• Receive Property Selection Request/information.
• Property Lease Initiation Request (PLIR)
• Raise Property Selection Memo
• Process payment
• Coordinating lease agreements
• Lease agreements renewal.

Power/Energy

• Diesel Management of generators by supporting, managing, and monitoring diesel consumption of generators, ensuring no poor handling and storage, poor mechanical condition of the generators, or overload situations.
• Maintain Generator Log Sheets (running logs, repair, and maintenance)
• Maintain and track daily and report monthly diesel and Consumables Purchase Log.
• Maintain Diesel Supply and Generator Repair/Maintenance Master Agreement contract
• Ensure Diesel storage is allowed within the country / regional law and ensure risk mitigation for fuel stored against fire risk
• Monitor the warranty and guarantee details of generators.
• Maintain and ensure Solar systems are up and running functionally and report any issues to the supervisor.

Courier/Shipment:

• Engage the Service provider for dispatch Services.
• Receive dispatch requests.
• Shipment tracking.
• Process dispatch Provider Services Payment.
• Review and monitor the Courier Service Providers contract.

Others

• 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 Nigeria.
• Other duties as assigned.

KNOWLEDGE AND EXPERIENCE:

• A degree in a relevant business field is desired.
• Three years of proven driving experience in an INGO.
• One year of experience in Inventory Management, Logistics operations, or office administration.
•  Strong organizational skills: ability to interact effectively with international and national personnel.
• Computer skills on MS Excel, MS Access, and MS Word programs.
• Previous experience in fleet management.
• Must be a local with in-depth knowledge and familiarity with the area of intervention.
• Fluency in both verbal and written English is highly preferred. The ability to communicate in Hausa is an added advantage. 
• A willingness to travel throughout the project areas in the assigned Area of Responsibility