Logistics and Admin Officer

About Mercy Corps
Mercy Corps is powered by the belief that a better world is possible. To do this, we know our teams do their
best work when they are diverse and every team member feels that they belong. We welcome diverse
backgrounds, perspectives, and skills so that we can be stronger and have long term impact.
The Program / Department / Team
The Logistics and Admin officer will work within the Admin and Logistics unit which falls under Operations
Department. The Operations department ensures that systems and practices needed for the healthy and
efficient operational support is present for effective implementation of MC Jordan’s programs/projects.
General Position Summary
The Logistics and Admin Officer will work within the Admin and Logistics Department which falls under Operational
Support, committed to provide efficient, reliable, and compliant support to program activities in order to achieve
effective implementation of our programs to provide service to program beneficiaries. The Logistics and Admin Officer
will ensure all Admin related tasks are completed efficiently among Operations and Programs He/She will ensure
accurate record keeping of all Mercy Corps assets, Donor assets and exceptional items that require registration and
movement tracking in accordance with the Mercy Corps Asset Management Manual. In addition to the smooth
operations of MC store and manage the receipt, dispatch and inventory keeping of all goods that entered the storage
facilities.
Essential Responsibilities
ADMIN
• Manage welcome packages sent out to external MC visitors, along with their bookings,
telephones, and transportation.
• Support all programs and operations with booking venues and accommodations as per MSAs.
• Follow up on all MC utility bills and Orange payments.
• Monitor cleaning company performance and report to service providers focal point
• Provide new hires with ID, access, and SIM cards and any other supplies as requested.
• Manage stationary tracker and raise PRs for replenishments as needed.
• Manage Official Correspondence and reference numbers for official letters.
• Follow up on Toner tracking for MC offices in coordination with IT Department.
• Provide Admin orientation to all new MC staff and prepare presentation slides to any
conducted trainings. Keep material up-to-date.
• Participate in Tender Evaluation process in coordination with Procurement department for all
suppliers/contractors of which related to Admin criteria.
• Assist in Lease Agreements and contracts related to expats, office, storage, warehouse, and
Visa Processes.
ASSET MANAGEMENT
• Supervise and monitor all the assets related work and ensuring that procedures outlined MC
Asset Management Manual will be implemented in MC offices.
• Responsible for logging all new Mercy Corps assets in MC Jordan Office 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 departments in identifying all details
of assets such as market price, ledger reference, PR, PO and GRN number etc. The asset
register should be accurate and up-to-date.
• Check in/out Mercy Corps owned equipment to authorized staff using the standard Mercy Corps
procedures and forms outlined in the Asset Management Manual. Maintaining the stock of Mercy
Corps assets that are not checked out and in use.
• Responsible for the timely preparation of documentation of any movement of assets in Mercy
Corps formats.
• Schedules and conducts physical count of assets on different locations, projects, and
sites, with providing a monthly physical count/check where all assets are located, and
their status confirmed.
• Update the electronic database monthly and provide an electronic copy to supervisor and
Operations Director; A hard copy is printed, signed and filed in the assets folder, and ensure
that all movement of items should go through the Asset Controller, on ―GRNs or an Asset
Movement Form.
• Ensure all lost, damage, sold, stolen (or other) items are properly recorded in with an
approved Disposal of Assets form. Ensure any necessary supplement documentation is
completed.
• Ensures that all movement of items go through the Asset Controller, on ―GRNs or an Asset
Movement Form‖.
• Updates inventory records on all the receipts / issues of inventory items from MC warehouse. Assists
and coordinate project staff on inventory issues and in providing end of project reports on inventory
and equipment lists locations and status.
• Maintain inventories of all Mercy Corps premises (non-expendable properties) conduct
regular checks (quarterly).
• Take lead in inventory disposal process and handover as per MC and donor policies.
STORE MANAGEMENT
• Follow the Mercy Corps Warehouse Policy and Procedures Guidelines.
• Daily coordination of MC Admin and Logistic store procurement activities and supervise and monitor all
the storage related work.
• Supervise tracking of all kitchen supplies and stationery in Admin store, with ensuring that the online
and offline tracking sheets are implemented.
• Ensure the timely delivery of supplies to respective Projects with the coordination of procurement
department and MC transport pool.
FLEET MANAGEMENT
• Assist in general management of agency vehicles in co-operation with the Logistics Coordinator.
• Assist with collecting and distributing of vehicle log-sheets to drivers; responsible for monthly
compilation and submission of log-sheets.
• Assist in scheduling vehicle use to meet programmatic and operational needs and ensuring trip tickets
are used by program staff and approved by necessary persons.
• Assist in overseeing fuel consumption purchase and tracking including coordination with gas station(s).
• Assist in maintaining vehicle board daily, and coordinate with Program department to ensure regular
vehicle communications.
• Assist in ensuring major repairs are done in a timely manner, and apply security measures for vehicles
such as parking, storage of keys, emergency supplies, etc.
• Assist with security incident reports and accident reports are completed and filed (if related to
vehicles).
PROCUREMENT
• Carry out procurement market surveys related to Admin and Logistics.
• Managing all the contracts related to Admin and Logistics. In addition to creating guidelines and SOPs
for related contracts.
Raising PRs for necessary inquiries related to Admin and Logistics.
SUPERVISION AND LEADERSHIP:
• Supervise Logistics and Admin Assistants and receptionist in following up on daily tasks and ensure that
deadlines are met.
• Handle direct reports performance management; assist in setting objectives and goals that are aligned
with departmental vision and program support needed.
• Backstops Logistics ad Admin Manager and officer and provide additional support when needed.
• Ensuring all technical, administrative and management systems and standards agreed upon for the
agency is being adhered to.
• Provide status updates and progress report to Program’s focal point regularly.
Supervisory Responsibility
Logistics and Admin Assistant and Receptionist
Accountability
Reports Directly To: Logistics and Admin Manager
Works Directly With: Logistics and Admin officers and assistant, Operation staff advised by supervisor
Accountability to Participants and Stakeholders
Mercy Corps team members are expected to support all efforts toward accountability, specifically to our
program participants, community partners, other stakeholders, and to international standards guiding
international relief and development work. We are committed to actively engaging communities as equal
partners in the design, monitoring and evaluation of our field projects.
Minimum Qualification & Transferable Skills
• Degree in business administration, Secretarial, Supply chain, Logistics, or any relevant field is required.
• Minimum 3-4 year of experience in office administration, Inventory Management Logistics or
operations,
• Previous NGO experience preferred.
• Strong computer skills on MS Excel, MS Access and MS Word programs.
• Familiar with governmental applications’ approval process
• A clear understanding of procurement ethics and donor compliance is essential.
• A willingness to travel throughout the project areas in the assigned Area of Responsibility inside Jordan.
Success Factors
Conscientious with as excellent sense of judgment and Ability to work simultaneously on multiple tasks. Strong
organizational and follow up skills. A demonstrated ability to multi-task and process information into action as to
not delay program activities. Willingness and ability to work effectively with multicultural and international staff.
Ability to work as part of a team and coordinate with project personnel. Excellent negotiation skills.
Competencies
• Collaboration/Teamwork
• Conflict management
• Negotiation Skills
• Planning and Prioritization Skills
• Communication skills
Living Conditions / Environmental Conditions
The position is based in Amman, Jordan with occasional travel to field locations inside Jordan
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 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 prevention of sexual exploitation and abuse laid out by the UN
Secretary General and IASC. 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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