Administrative Assistant

Position Title : Administrative Assistant
Position Type : Regular, Full Time
Location : Mercy Corps Gaza Office
Duration : One Year

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
Operations Department provides key support to the entire country program in procurement, asset
management, warehouse management, fleet management and facilities & office management for
successful program implementation.
The Position (General Position Summary)
Administration Assistant supports facilities and office management functions at the site, and ensures
compliance with field relevant policies and procedures, with substantive support from the Administration
Manager/Officer.
Essential Responsibilities (Example Section Below - Adapt to Specific Role)
● Assist Operations Officer in facilitating the smooth flow of routine facilities and office management
of the Mercy Corps office.
● Must have a clear understanding of all policies and support needs; must be able to help facilitate
training to all support staff to ensure the smooth, uninterrupted implementation of all MC programs.
● Prepare a duty roster for day-to-day supervision of property management including guards, cleaners,
and office maintenance. Ensure the office and compound are clean and maintained at a routine
schedule.
● Translation of any program or office documentation, as required.
● Ensure proper management and coordination of staff travel arrangements including transport, security,
visas.

Facilities and Office Management
● Ensure administration policies and procedures are implemented as described in the Field Facilities and
Office Management Policy.
● Assist in facility management, including housing and office leases; ensure that security standards are
maintained at all premises.

● Coordinate general office management tasks.
Logistics
● Assist in maintaining the Fleet and ensure smooth movement for staff and commodities in the region.
● Assist in supervising the rental vehicle service providers following the outlined procedures in Fleet
Management Manual.
● Assist in organizing/ managing the stock of the stores
● Maintaining a comprehensive stores record.
● Update the asset, inventory, Mobile, permits, and contacts, and any other databases.
● Compiling reports regarding any incidents and reports according to the Mercy Corps Field Asset
Management Manual.
● Support the fiscal year end and grant end asset verification.
● Conduct themself both professionally and personally in such a manner as to bring credit to Mercy
Corps and to not jeopardize its humanitarian mission.
Vendor Database
● Entry and quality assurance of vendor data, required in the ProSource system to support the sourcing,
procurement from and payment of vendors.
● Ensure controls around vendor data entry are designed and operating effectively.
● Come up to speed quickly on complex systems and data procedures within the first Mercy Corps
country deployment of ProSource.
● Facilitate supplier identification for initial data conversion, as well as continued coordination and
handling of vendor setup requests via ProSource and the Mercy Corps Global Help Desk (Jira)
● Understand and work within rapidly changing and evolving programmatic environments, and support
different types of vendor onboarding activities with respect to gathering, entering and managing
supplier information in the ProSource system.
● Coordinate communications with vendors throughout the supplier enablement process
● Support different levels of vendor capabilities, with some vendors having no internet/e-mail access
and others having full internet access to the “Ariba Supplier Network”
● Use strong analytical skills to assess multiple system and process approaches, including how different
roles can optimally support vendor management, vendor quality, vendor entry and vendor compliance.
● Role will interface with field and HQ finance managers to ensure continuity of data across ProSource
and Global Finance (Navigator) system.
Supervisory Responsibility
Assist the Operations Officer in managing the following staff: Guards, Cooks and Cleaners.

Accountability
Reports Directly To: Operations Officer (Logistics and Admin)
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
● Minimum 2 years experience with office administration or facilities management.
● Excellent computer skills are required.
● Must be an independent thinker and have strong organizational skills.
● Demonstrated experience scheduling.
● Fluency in English and [Insert Language] is a plus.

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