Logistics and Admin Assistant
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 Admin and Logistics Assistant 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 Admin and Logistics Assistant 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 programs to provide service to program beneficiaries. The Admin and Logistics Assistant will support The Admin and logistics officer in all assigned tasks related to administrative tasks. He/She will work closely with all Logistics and Admin department staff in supporting Mercy Corps staff needs.
Essential Responsibilities
ADMIN
- Support with programs and operations with booking venues and accommodations as per Master Agreements.
- Prepare all MC utility bills and telecommunication payments.
- Provide new hires with ID, access cards, SIM cards and needed stationaries.
- Create stationary tracker and raise PRs for replenishments as needed.
- Track Toner requests for MC offices in coordination with IT Department.
- Assist in processing and following up on governmental applications and approvals (Visas, work permits, residencies..etc) as assigned by supervisor.
Government liaison
- Support in keeping track of the expiry dates of residency and work permits and prepare documentation for their renewal or new process.
- Support in getting approvals and collect required papers to prepare lease contracts for Mercy corps expats, warehouses…etc.
- Assist with any required maintenance on MC or any premises under MC
- Assist in processing utilities payments.
- Other Admin and logistics tasks as assigned by supervisor.
Store Management
- Follow the Mercy Corps Warehouse Policy and Procedures Guidelines.
- Tracking of all kitchen supplies and stationery in Admin store, with ensuring that the online and offline tracking sheets are implemented.
- Assist in coordination of MC Admin and Logistic store procurement activities and monitor all the storage related work.
ASSET MANAGEMENT
- Assist with all the assets related work and ensuring that procedures outlined MC Asset Management Manual will be implemented in MC offices.
- Support with logging all new Mercy Corps assets in MC Jordan Office in the asset register and assist with the appropriate coding and tags are placed on each item.
- Assist with conducting physical count of assets on different locations, projects, and sites.
- Assist with updating the electronic database monthly.
- Assist with any necessary supplement documentation for Disposal of Assets forms.
FLEET MANAGEMENT
- Assist with the general management of agency vehicles in co-operation with the Logistics Officer.
- Support in vehicle log-sheets to drivers; responsible for monthly compilation and submission of log-sheets.
- Support Head of Drivers in scheduling vehicle use to meet programmatic and operational needs and ensuring trip tickets are used by program staff and approved by necessary persons.
- Support in 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 with the security incident reports and accident reports are completed and filed (if related to vehicles).
PROCUREMENT
- Assist in managing all the contracts related to Admin and Logistics.
- Support raising Purchase Requests for necessary inquiries related to Admin and Logistics.
- Provide specifications and clear descriptions to the procurement team for Admin and logistics PRs
- Assist in needed market assessments/surveys.
Supervisory Responsibility
None
Accountability
Reports Directly To: Logistics and Admin Officer
Works Directly With: Logistics and Admin Manager, Operation staff advised by supervisor ensuring that all technical, administrative and management systems and standards agreed upon for the agency is being adhered to.
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 1 year of experience in office administration, Inventory Management, government liaison Logistics or operations,
- Previous NGO experience / internship is a plus.
- 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.
Competencies
- Attention to Detail/accuracy
- Customer/Client Focus
- Follow-up
- Integrity/Ethics
- 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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