Operations Assistant

ABOUT MERCY CORPS:

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.

PROGRAM/DEPARTMENT SUMMARY:

Mercy Corps has been meeting the needs of conflict-affected communities inside Syria since 2012. Mercy Corps Syria’s Country Team based in Amman ensures consistent, technical, and quality-driven programming by Mercy Corps and partners in Syria. The Operations department is committed to implementing and maintaining the highest standards of efficiency and integrity in the logistics, administration, and procurement of goods and services across its operational hubs, all while maintaining compliance with Mercy Corps and donor policies, procedures, regulations, and specifications.

GENERAL POSITION SUMMARY:

The Operations Assistant is a key person within the operations management team who assures the logistics resources particularly (Assets) are coordinated for effective program support. The Operation Assistant plays a key role in logistics under the guidance of the Operation Coordinator.

The Operation Assistant will carry out logistics activities under the direct supervision of the Operation Coordinator.

He/She will be responsible for ensuring that the assets focal points in All Hub Offices are well trained and data of the assets are maintained accurately.

ESSENTIAL JOB FUNCTIONS:

Assets Controlling:

• Reads and has a clear understanding of the Mercy Corps Asset Management Manual and all procedures.
• The Asset Controller ensures that procedures outlined in the Mercy Corps Asset Management Manual will be implemented in Mercy Corps Offices.
• Responsible for logging all-new Mercy Corps assets in Amman Office and other hub offices in the asset register and ensuring the appropriate coding and tags are placed on each item. Regularly updates asset register with changes and new acquisitions.
• Assist in coordinating with the procurement and finance office in identifying all details of assets such as buying price, ledger reference, PR, PO and GRN number, etc. The asset register should be accurate and complete.
• Assist in maintaining the stock of Mercy Corps assets that are not checked out and in use.
• Assist in checking in/out Mercy Corps-owned equipment to authorized staff using the standard Mercy Corps procedures and forms outlined in the Asset Management Manual.
• Assist in the timely preparation of documentation of any movement of assets in Mercy Corps formats.
• Assist in schedules and conducts a physical count of assets on different locations, projects, and sites.
• Assist in providing a monthly physical count/check where all assets are located, and their status confirmed; coordinate with the responsible officer for tracking assets in other offices to ensure the locations and status of assets that have moved between offices.
• Assist in updating the electronic database on a daily basis.
• Advises colleagues on guidelines of Mercy Corps asset and equipment use guidelines.
• Ensure all lost, damaged, sold, stolen (or other) items are properly recorded in with an approved Disposal of Assets form. Ensure any necessary supplement documentation is completed.
• Advise supervisor on any broken, damaged, or destroyed equipment.
• Ensures that all movement of items should go through the Asset Controller, on “GRNs or an Asset Movement Form”.
• Updating the master asset inventory, as requested.
• Updates inventory records on all the receipts/issues of inventory items from MC warehouse.
• Assists and coordinates project staff on inventory issues. Assist in providing end-of-project reports on inventory and equipment lists, locations, and status.
• Maintain inventories of all Mercy Corps premises (non-expendable properties) and conduct regular checks (quarterly).
• Prepare necessary documentation and filing system to ensure the smooth running of the office.
• Ensure compliance with the donor’s requirement.

Other logistics tasks

• Assist in maintaining the Fleet and ensure smooth movement for staff and commodities in NWS.
• Assist in monthly closing for the drivers and other services payment.
• Assist in organizing/ managing the stock of the warehouses.
• Maintaining a comprehensive warehouse record.
• Any other tasks within the operations department as assigned by the supervisor.
• Conduct himself/herself both professionally and personally in such a manner as to bring credit to Mercy Corps and not jeopardize its humanitarian mission in Mercy Corps Amman Office.

SUPERVISORY RESPONSIBILITY: NONE

ACCOUNTABILITY: Accountable for Mercy Corps Field Asset Management Manual, Fleet Management and Warehouse Management Policies, and other in-country policies and procedures in logistics as well as the MC Code of Conduct and Conflict of Interest policies.

REPORTS DIRECTLY TO: Operations Coordinator

REPORTS INDIRECTLY TO: Operations Director

WORKS CLOSELY WITH: Director of Operations, Operations actors in other hubs, Amman-based NWS Program teams, Regional Office departmental leads, and Field Area Coordinators.

KNOWLEDGE AND EXPERIENCE:

• Bachelor Degree in a relevant business field is required.
• One year experience or less in Assets Management, Logistics operations, and Fleet management;
• Strong organizational skills; ability to interact effectively with international and national personnel.
• Excellent oral and written English and Arabic skills are a must. The position is fully bilingual and requires clear coordination and communication in both languages.
• Strong computer skills in MS Excel, MS Access, and MS Word programs.
• A demonstrated ability to multi-task and process information into action as to not delay program activities.
• Previous experience within the INGO is strongly desired.

SUCCESS FACTORS:

Critical problem-solving skills, and the ability to adapt institutional policies and donor requirements into a solution-based work plan for implementation of complex activities. The successful candidate will have a desire to grow and learn in one of the most interesting and complex crises of our times. S/he will face challenges with a smile and lightheartedness. The successful candidate will be comfortable in asking colleagues for help as well as stepping out of her/his role to assist others.

Ongoing Learning

In support of our belief that learning organizations are more effective, efficient and relevant to the communities we serve, we empower all team members to dedicate 5% of their time to learning activities that further their personal and/or professional growth and development

Diversity, Equity & Inclusion

Achieving our mission begins with how we build our team and work together. Through our commitment to enriching our organization with people of different origins, beliefs, backgrounds, and ways of thinking, we are better able to leverage the collective power of our teams and solve the world’s most complex challenges. We strive for a culture of trust and respect, where everyone contributes their perspectives and authentic selves, reaches their potential as individuals and teams, and collaborates to do the best work of their lives.

We recognize that diversity and inclusion is a journey, and we are committed to learning, listening, and evolving to become more diverse, equitable, and inclusive than we are today.

Equal Employment Opportunity

Mercy Corps is an equal opportunity employer that does not tolerate discrimination on any basis. We actively seek out diverse backgrounds, perspectives, and skills so that we can be collectively stronger and have a sustained global impact.

We are committed to providing an environment of respect and psychological safety where equal employment opportunities are available to all. We do not engage in or tolerate discrimination on the basis of race, color, gender identity, gender expression, religion, age, sexual orientation, national or ethnic origin, disability (including HIV/AIDS status), marital status, military veteran status or any other protected group in the locations where we work.

Safeguarding & Ethics

Mercy Corps is committed to ensuring that all individuals we come into contact with through our work, whether team members, community members, program participants, or others, are treated with respect and dignity. We are committed to the core principles regarding the prevention of sexual exploitation and abuse laid out by the UN Secretary-General and IASC and have signed on to the Interagency Misconduct Disclosure Scheme. We will not tolerate child abuse, sexual exploitation, abuse, or harassment by or of our team members. As part of our commitment to a safe and inclusive work environment, team members are expected to conduct themselves in a professional manner, respect local laws and customs, and to adhere to Mercy Corps Code of Conduct Policies and values at all times. Team members are required to complete mandatory Code of Conduct eLearning courses upon hire and on an annual basis.

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