Senior Admin & Operations Coordinator
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 solutionsinto action — helping people triumph over adversity and build stronger communities from within. Now, and for the future.
Program / Department Summary
Since 2012 the Mercy Corps Syria program provides emergency, life-saving programming to displaced and besieged populations across the country through three operational hubs. Mercy Corps continues to position itself as the implementing partner of choice for Emergency relief programming, Water, Sanitation & Hygiene, Shelter and Livelihood programming. Furthermore, Mercy Corps operates with a wide network of local implementing partners to advise, support, and coach targeted Syrian civil society organizations to better and more efficiently serve conflict-affected communities.
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 for Syria country office in Amman, Jordan. The overriding objective for all Mercy Corps procurement, logistics and Administration activities are the prompt and effective provision of procurement, logistical and administrative solutions as well materials and services to Mercy Corps’ beneficiary populations in compliance with Mercy Corps’ and donor policies, procedures, regulations and specifications.
GENERAL POSITION SUMMARY:
The Senior Administration and Operations Coordinator shall manage all administrative and operations support functions for the Mercy Corps Syria program Amman hub, as well as supporting the Middle East Regional presence in Amman. S/he shall be responsible for ensuring the smooth movement of people, material, and documents throughout Jordan and across country program hubs. S/he shall ensure smooth follow-up and efficient results of legal procedures, entity registration, visa processing and other related administrative tasks. S/he shall be the focal point for events, organization and coordination of travel and booking arrangements with HQ and regional team members. The Senior Administration and Operations Coordinator shall hold responsibilities in fleet and movement management, asset, equipment, office supplies, utilities, cash advances and ensuring adherence to procedures per Mercy Corps and donor policies and procedures.
Essential Job Responsibilities
- Administration
- Oversee the smooth flowing of routine, administrative work of the Mercy Corps office and program support operation.
- Ensure office and personnel policies are in compliance with Mercy Corps Field Administration Manual and National Staff Policy Handbook.
- Maintain proper inventory of office supplies and ensure all equipment (i.e., SIM cards, access card, etc.) are in working order.
- Manage and ensure availability of office supplies, utilities, and kitchen supplies monthly.
- Assume responsibility for all facilities management, including the process of identifying, negotiation and maintaining agreements for offices, guesthouses and housing for international team members. Updating the lease matrix regularly.
- Assume responsibility for maintaining and updating the inventory of office furniture and assure that all staff office space is arranged according to their needs.
- Ensure adherence to all Mercy Corps administrative procedures by support staff.
- Act as focal point for Mercy Corps Syria and Regional travel arrangements in Jordan (international and national), assisting all visitors with travel arrangements, visa procedures, hotel bookings, sending welcome package to them, coordinating with the logistics department for transportation needs, etc.
- Act as focal point for events coordination, regional meetings, conferences, workshops, symposium, etc.
- Review all cash advances requests and expenses reports from the Admin and Operations team before submission to the Finance.
- Assist Director of Operations in preparing and implementing administrative and management policies and procedures. Advise on alterations and new policies when necessary.
- Prepare and implement guidelines for the operation of program support functions; in particular reception, photocopies, translation services, communication (phone), cleaners and office maintenance. Advise manager on alterations to policies, when necessary.
- Monitor the movement of documents, approvals and signatures as required across hubs, and ensure proper custodianship of printed documentation for appropriate approvals.
- Ensure the needs for repetitive office purchases are identified and work with procurement to ensure MSAs and MPAs are set and active.
- Review all monthly mobile phone and utilities bills and ensure that paid on time.
- Ensure proper functioning and maintenance of the office equipment and other facilities.
- Liaise with government agencies as directed by Director of Operations or Country Director.
- Manage and safe keeping for spare keys for office.
- Operations
- Follow up with the Admin and Operations team to oversee tracking of all assets in the Amman office.
- Ensure that all assets are tagged, and all documents related to the main assets sheet are updated.
- Ensure that all asset management reconciliation procedures with Finance are managed smoothly.
- Ensure that the Asset Database is always updated and in always ready for auditing.
- Responsible for asset management reconciliation procedures with Finance for field and Amman office. Reconcile the asset reports (end of the fiscal year and grants closure) are reconciled with the financial records.
- Responsible for coordinating disposal of any equipment and assets or equipment.
- Responsible for asset reports for grant closures – ensure they are prepared and reconciled with the finance data and grants team in a timely manner.
- In coordination with the Logistics team in Amman, review vehicle log sheets every month to identify usage and prior to being submitted to finance.
- Review hard copy of vehicle on board files.
- Ensure that all movements and log records remain in adherence of MC’s Fleet Management Policy, identifying corrective action where needed.
- Check on a quarterly basis all vehicles and make sure they are within Mercy Corps standards.
- Other Specific Duties
- Work with all Mercy Corps staff in Amman to ensure smooth introduction and adoption of operational systems.
- Assist teams in understanding their roles and responsibilities in terms of interaction with the Administration and operations team in Amman.
- Ensure that monthly Administration and Operations dashboards and trackers are kept up-to-date and relevant.
- Ensure proper filing and documentation of all administrative documents related to his/her area of responsibility.
- Ensure that expense reports and payment requests are being processed in a timely manner, and in accordance with Finance department reporting times.
- 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; and
- Other duties as assigned.
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.
Accountabilities: Mercy Corps team members are expected to support all efforts towards 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.
Supervisory Responsibility: Operations and Administration Team in Amman (Administrative Team, Logistics Team, Operations Team, Office Keepers)
Reports Directly To: Director of Operations
Works Directly With: Operations/Administrative Officer and all operations and program staff, Mercy Corps Regional and Global Team members represented in Amman.
Accountability: Accountable to Mercy Corps Procurement Policy and Procedures. Maintains accurate electronic and hardcopy files of procurement file and other relevant files.
Knowledge and Experience
Minimum 5 years’ experience with office administration; 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 and Arabic (written and spoken).
Success Factors
- Service-based approach to work functions and problem-solving
- Conscientious with an 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 a part of a team and coordinate with project personnel
- Good spoken and written English, Arabic
- Computer literate and strong organizational skills
How to apply:
Preferable to receive CVs before September 6, 2023.
*If you are interested, kindly apply as soon as possible, since resumes will be reviewed on rolling basis. Shortlisted candidates will be contacted before the submission deadline.
“Fostering a diverse and open workplace is an important part of Mercy Corps’ vision, and we encourage people from all backgrounds, especially women, to apply.”
Only shortlisted candidates will be contacted for an interview.
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.
